CRM & Billing Automation for OfficeFirst Thailand (Bangkok)

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Client Overview

OfficeFirst Thailand is a leading provider of smart serviced offices, virtual offices, and co-working spaces, operating primarily in Bangkok. Their business model leverages the sharing economy, offering flexible, cost-effective, and tech-enabled workspace solutions for SMEs, startups, and mobile professionals.

Challenges

Solutions

Features

Results

Complex Subscription & Billing Operations

OfficeFirst needed a unified CRM to manage recurring customers, billing cycles, and operational services efficiently.

Dual Customer Models

Recurring monthly clients and one-time service users had to be managed together.

Manual Billing Processes

Invoices were created manually, increasing errors and processing time.

Unstructured Billing Adjustments

Credit Notes, Debit Notes, and WHT tracking lacked a formal workflow.

Operational Data Silos

Mail, parcel, and expense tracking were handled outside CRM.

Centralized CRM & Automated Billing Engine

CRMTiger implemented a comprehensive vTiger CRM solution tailored for subscription-based services.

Automated Monthly Invoicing

Invoices generated automatically based on billing cycles.

Subscription Tracking

Clear visibility of active, expired, and one-time services.

Financial Adjustment Modules

Structured handling of Credit Notes, Debit Notes, Receipts, and WHT.

Operational Service Modules

Mail, parcel, and expense management integrated into CRM.

End-to-End Financial & Service Control

Custom workflows ensured accuracy, compliance, and operational transparency.

Customer & Organization Management

Centralized profiles for companies and individuals.

Usage-Based Billing Logic

Services linked to subscriptions and billing rules.

Payment Reconciliation

Receipts automatically matched with invoices.

Tax Compliance Tracking

WHT recorded and reported for regulatory needs.

Efficient, Compliant & Scalable Operations

The CRM transformation delivered measurable operational gains.

80% Reduction in Billing Effort

Automation eliminated manual invoice processing.

Improved Subscription Accuracy

Real-time insight into customer service status.

Financial Transparency

Clear audit trail for adjustments and payments.

Operational Visibility

Mail, parcel, and expenses tracked within CRM.

Project Objectives

Centralized customer & organization management
Automated monthly invoice generation based on billing cycles
Accurate subscription tracking & usage monitoring
Structured billing corrections via Credit/Debit Notes
Payment reconciliation using Receipts
Operational cost tracking through Expenses module
Mail & Parcel lifecycle handling in CRM
Withholding Tax (WHT) compliance support

Core CRM Modules Implemented

Organizations: Customer/company profile management
Quotations: Service proposals & pricing
Invoices: Automated monthly invoice generation
Credit Notes / Debit Notes: Billing adjustments & corrections
Receipts: Payment recording & reconciliation
Expenses: Operational cost tracking
Mail & Parcel Management: Customer mail & courier handling
WHT (Withholding Tax): Tax tracking & compliance support

Implementation Highlights

Automated Billing Engine

Configured invoice generation based on monthly billing cycles.
Eliminated manual errors and reduced billing time by 80%.

Subscription Accuracy

Implemented service-level subscription tagging for: Regular Customers (Recurring), One-Time Customers
Enabled real-time visibility of active and expired services.

Financial Adjustment System

Built structured workflows for:
- Credit Notes
- Debit Notes
- Receipts
- WHT tax logs

Operational Integration

Mail, parcel, and expense operations were digitized inside CRM.
Improved internal tracking and service transparency.

Project Timeline

Project Duration

6
Months

Tools & Technology Used

Back End

Conclusion

The CRM and billing automation for OfficeFirst Thailand streamlined subscription management, automated recurring invoicing, and ensured accurate financial tracking. By digitizing operational workflows like mail, parcel, and expense management, the platform improved visibility, compliance, and efficiency across the business. The result was faster billing cycles, fewer manual errors, and a unified system that enhanced customer service and operational control.

Chatchawan Pisitpaisankun

CEO at OfficeFirst

CRMTiger implemented a unified vTiger CRM that automated our subscription billing, invoicing, and operational tracking. Monthly billing accuracy improved significantly, manual effort was reduced, and compliance processes became structured. A scalable CRM solution well-suited for our growing workspace business.

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