The Problem: Manual Billing Stealing Family Time and Limiting Growth
Cork Office Machines and Supplies Ltd, a trusted supplier of Toshiba printers and copiers, supports hundreds of businesses across Ireland – from Cork to Dublin and over to Galway.
This family-run Irish business has built its name on excellent service and long-term customer relationships. But as the business grew, they faced an increasing challenge with their manual billing process.
Each month, printer usage data arrives in emails containing XML attachments with page counts and toner data. The data needed to be extracted and manually entered into a spreadsheet to generate billing reports – a time-consuming and error-prone task.
With the business growing, they found themselves at a crossroads: either hire another employee to manage this growing workload or find a way to automate the process. The choice was clear – automation was the way to go.
The Solution: A Bespoke Web App Built by GBA Solutions
Cork Office Machines and Supplies Ltd approached GBA Solutions, a provider of bespoke software development in Ireland, to design a system that would automate and streamline their monthly billing process.
GBA Solutions built a custom web app, hosted on Google Cloud Platform, that is securely accessible via browser, responsive on desktop and tablet, and tailored specifically to the business’s existing workflow.
Key features include:
- Automated email processing to extract XML billing data, removing the need for manual input.
- Centralised database for customers, printers, contracts, and consumables.
- Real-time tracking of page counts and toner levels.
- Fault alerts from printer-reported errors.
- Automatic billing calculation and export in a format ready for their external billing system.
- Support for both cost-per-copy and flat-fee contracts.
- Revenue assurance with alerts for missing usage reports.
- Profitability management through the tracking of consumables issued to customers.
This bespoke web app isn’t just a tool for automation – it’s a cloud-based billing solution tailored for Cork Office Machines and Supplies Ltd. to scale operations, reduce manual data entry, and track profitability across their entire billing system.
Operational Benefits: Smarter, Smoother Billing
This system offers a variety of operational benefits:
- Manual workload elimination – automated data extraction and billing processes remove repetitive tasks, giving everyone in the company more time.
- Reliability and accuracy – the risk of human error in data entry is eliminated, ensuring that the billing process is consistent and dependable.
- Multi-user access – the team has access to the system according to roles and responsibilities, making collaboration easier.
- Cloud-based accessibility – the system can be accessed from anywhere, allowing the team to run billing processes remotely, even when someone is on holiday or away.
Real-time insights – the system provides instant access to up-to-date information on toner levels, page counts, and fault codes, ensuring proactive management.
Real-World Results: Time Saved, Revenue Secured, and Growth Managed
Since launching the custom web app, the impact has been substantial:
- Over 90% of monthly billing is now automated, dramatically reducing the need for manual work.
- The family has gained over 35 hours per week – previously spent on manual admin – allowing them to focus on other critical areas of the business, like customer service and growth.
- Workload is lighter, stress levels are lower, and evenings and weekends are free again – the business can now operate more smoothly and efficiently.
- The system ensures full oversight of unreported printers, catching non-reporting machines and guaranteeing no lost revenue – improving cash flow.
- In-house lease management is simplified as the system tracks when leases expire, providing a sales lead opportunity when older machines need replacing.
For a growing business, this isn’t just about saving time – it’s about maintaining the quality of service that built their reputation while positioning themselves to scale further without increasing headcount.
Client Feedback
“The difference is night and day. This bespoke web app saved us hours of manual work each month. We’re not chasing emails or cross-checking spreadsheets anymore – it just works. We’ve got our evenings back, and that’s priceless.”
— Dave O’Reilly, Cork Office Machines and Supplies Ltd
Why Irish SMEs Need Custom Software
This case shows why more family-run and small businesses across Ireland are turning to bespoke software solutions. GBA Solutions didn’t just provide off-the-shelf automation – we built exactly what was needed, with features designed to fit how the business already operates.
If you’re running a small Irish business and still managing your operations with spreadsheets, it might be time to consider a custom app or bespoke software built just for you.
About GBA Solutions
GBA Solutions is a Kildare-based software development company specialising in bespoke solutions for Irish SMEs.
We work with businesses across Ireland – from Cork to Dublin to Limerick – delivering practical, reliable, and affordable software solutions that save time, reduce stress, and improve profitability.
Whether you’re trying to automate admin, digitise paper processes, or replace legacy systems, we can help.
Looking to automate and simplify?
Let’s talk. We offer:
- Bespoke software development Ireland
- Custom web app development for small businesses
- Software to automate billing for Irish SMEs
- Family-run business software solutions Ireland
- Mobile app developers for Cork, Waterford, Dublin, and beyond
Contact GBA Solutions – Ireland’s trusted bespoke software developers – to find out how we can help you free up time and focus on what matters.
Check out how we develop how we develop web applications and how we can provide custom software solutions for your business.