DAS Accounting stops revenue leaking on missed software price changes

DAS Accounting recharges software to around 300 clients across the UK and US. For years, keeping those recharges accurate came down to a few people and a manual routine using spreadsheets and many hours.

Every Xero or Dext price change had to be spotted and updated by hand. Miss one, and the firm quietly absorbed the cost. That leakage added up, and it cost a few hours of admin every month.

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Now recharging runs through Rechargly. Charges pull in on their own, agreements are set once so recharges follow every price change automatically, and clients pay by direct debit through Stripe.

At-a-glance stats

• Firm size: 20 staff, ~300 clients across the UK and US
• Location: United Kingdom and United States, serving clients in the UK and US
• Key outcome: 5.3% increase in Xero and Dext subscription revenue
• Efficiency gain: ~3 hours of admin saved per month

Before: what life looked like pre-change

Context

Since 2007, DAS Accounting has supported hundreds of businesses with business consulting, tax, accounting, bookkeeping, sales tax and VAT compliance, and broader financial solutions. The firm operates across the UK and the US, working with clients in real estate, technology, international business, SMEs, start-ups, charities, professional services, fintech, and dental and medical.

Old workflow

Subscription billing ran through GoCardless and depended on Batsheva catching every change:

• Vendor price rises applied client by client
• Client plan changes updated by hand
• Recharges set once, then drifting out of date as prices moved
• Multi-currency clients adding extra checking

"Every time Xero changed a price, I had to create a whole spreadsheet with all the clients being affected, list all the current prices, the increase and make sure to update them accordingly. It was tedious work and easy to make a mistake." — Batsheva Davidoff, Admin and Marketing Manager, DAS Accounting

The trigger

There was no single moment. It was the constant price changes from vendors. Xero and Dext kept adjusting pricing and plans, and keeping 300 client recharges current by hand was no longer realistic. Rather than keep patching the process, the firm decided to fix the system.

During: how the firm made the change

What they looked for

DAS Accounting needed recharging to stay accurate without anyone maintaining it. The system needed to:

• Keep recharges aligned with current Xero and Dext pricing
• Update automatically on price and plan changes
• Handle clients billed in more than one currency
• Move collections onto reliable direct debit
• Cut the manual monthly admin

Implementation

The firm moved off GoCardless onto Stripe direct debit through Rechargly. Client charges were pulled in and mapped, and agreements set once so future price changes flow through on their own.

A big part of the switch was migrating the clients already on direct debit. Their existing mandates were transferred across rather than rebuilt, so we did not have to set every client up again. That saved a large amount of time and made the move far less disruptive for clients.

The new playbook

• Software charges are pulled into Rechargly automatically
• Agreements set once, and recharges update themselves when prices change
• Recurring invoices sent, paid by direct debit, reconciled automatically
• Multi-currency clients billed in the right currency

After: results and proof

What changed (Before to After)

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Day-to-day impact

Batsheva no longer chases price changes. The updates happen on their own, and her time is freed up to work on higher impact initiatives in the firm.

"Now the price changes just flow through. I've got those hours back, and I'm not wondering what we've missed." — Batsheva Davidoff, DAS Accounting

Business impact

By stopping the leakage on missed changes, the firm now recharges the right amount on every client. That has lifted Xero and Dext subscription revenue by 5.3%. Cash flow is steadier because collections come in on direct debit at the same time each month.

Bottom line

DAS Accounting swapped a manual, multi-person process for recharging that maintains itself. Prices stay right without anyone touching them, clients pay by direct debit, and the revenue that used to leak now lands every month.