A fractional CSO had built a powerful sales framework in spreadsheets, but delivery and scale were bottlenecked by manual setup, ad hoc access, and disconnected reporting. We rebuilt the system as a full-stack PHP web app that sells subscriptions, provisions organizations with dynamic seat counts, and generates KPI dashboards by location.
The fractional CSO had a battle-tested process for sales teams, but the delivery model required too much manual work: onboarding clients, assigning reps, formatting data, and pulling KPIs all lived in brittle spreadsheets.
That created four friction points:
We translated the existing operating model into structured workflows: a customer subscribes, an organization is created, seats are assigned to reps, deals are entered in a standardized format, and KPI views update for admins in real time.
The technical core was orchestration: when subscription state changes, tenant state must change with it. Seats could increase or decrease over time, and that had to flow safely into user access and KPI calculations.
// Stripe event -> organization + seats stay in sync
public function handleSubscriptionUpdated($event) {
$customerId = $event['data']['object']['customer'];
$seatCount = $this->billing->extractSeatQuantity($event);
$org = $this->orgs->findOrCreateByStripeCustomer($customerId);
$this->orgs->setSeatLimit($org->id, $seatCount);
// Enforce active seats <= plan allowance
$this->users->reconcileActiveRepSeats($org->id, $seatCount);
return $this->kpi->refreshOrgCaches($org->id);
}Representative flow. Subscription changes update entitlements, rep access, and KPI availability in one pass.
Customers can subscribe directly to the SaaS offering with plan and billing state synced into the app automatically.
A new subscription creates an organization workspace with default settings, role scaffolding, and seat limits.
Seat counts grow and shrink with the active subscription, so rep access always matches paid entitlements.
Sales reps submit deals through a structured form that mirrors the CSO's methodology and reporting schema.
Admins can compare performance by office/location, identify gaps, and act faster on coaching or resource changes.
Revenue forecasting updates as pipeline data changes, giving leadership a cleaner view of likely outcomes.
The product needed to stay simple to operate while supporting future growth. We used a dependable PHP stack with clear boundaries around billing, tenant management, and KPI computation.
Mapped the CSO's spreadsheet process into product modules: billing, org setup, seat logic, deal capture, and KPI outputs.
Implemented organization isolation, roles, and seat-aware permissions before expanding feature depth.
Connected checkout and webhooks so subscription lifecycle events drive onboarding and entitlement state automatically.
Built location-level KPI reporting and forecasting views so admins can tune sales performance with live data.
New customers move from checkout to usable workspace without manual setup.
Rep capacity and permissions remain aligned with active subscriptions.
Standardized deal formats reduce ambiguity and improve KPI accuracy.
Admins can monitor location-level sales signals and forecast trends in one place.
The biggest shift was leverage. We went from custom spreadsheet onboarding every time to a repeatable SaaS flow where billing, seats, and KPIs just work together.
Actual outcomes depend on customer count and team size, but these are common after replacing manual onboarding and reporting.
If your sales process lives in spreadsheets today, we can map the path to a production-ready web app.
If you're productizing a consulting framework or replacing spreadsheet-heavy sales ops, this is exactly the kind of build we help launch.