How Revv cut 10 days from their close and automated a complex usage model with a two-person team

The Company

Turning messy data into strategic insights

Revv is an automotive repair intelligence platform trusted by repair and calibration shops across the country to streamline everything from identifying needed work to getting paid for it. As a fast-growing SaaS company with a complex hybrid billing model, Revv has expanded rapidly since launching in 2023.

We sat down with Kate Reasons, the resourceful Controller at Revv whose background spans fintech lending, KPMG audit, and now leading a lean two-person finance team to learn how she’s been able to automate low-value work to refocus her team on high-impact (and more fun) strategic work.

Spoiler alert: The biggest transformation came from how Rillet reshaped the way Kate’s two-person team operates. With manual work automated, the team now prioritizes technical accounting, financial review, and audit prep. Rillet became the “preparer,” allowing her senior team to be the reviewers—exactly where they add the most value.

The Challenge

Complex revenue outgrows spreadsheets

Revv’s hybrid model—bundled subscriptions plus monthly usage-based overages—created contract cycles that rarely aligned with calendar months. Every customer had a unique 30-day cycle, meaning deferred revenue needed to be calculated for every single contract. Upgrades, downgrades, and multi-product bundles generated giant Stripe files (that took forever just to load).

Before Rillet, Kate spent entire days stitching together Stripe subscription reports, invoices, and usage data. Neither QuickBooks nor Stripe RevRec could provide product-level revenue reporting, or reliable deferred revenue, unbilled revenue, or AR schedules. Even basic reconciliations became a multi-hour project.

"I was downloading Stripe reports all day. It was insane. These were giant CSV files—9,000 rows. I always had the blue spinning circle."

Kate started ingesting raw Stripe tables into Snowflake and building her own revenue matrices—an unsustainable workaround for a senior controller. Meanwhile, a team designed to operate “heads up” was heads down in spreadsheets, rebuilding payroll journals, and chasing down timing differences.

The Solution

Adopting Rillet as Revv's unified financial system

Originally searching only for a rev-rec add-on, Kate quickly realized Revv needed a full system—not another patch. After seeing Rillet’s automated schedules, revenue waterfall, and deep Stripe integration, she adopted the full ERP while keeping Revv’s existing stack (Stripe, Rippling, Ramp, Carta).

“We weren’t planning to change ERPs. But after seeing the schedules, the waterfall, the cash tool—this was basically NetSuite, automated. I loved that Rillet wasn’t just feeding me journal entries. I could actually see the waterfall, the deferred revenue, the unbilled—everything.”

Rillet now powers Revv’s entire revenue engine. Deferred revenue, usage overages, unbilled revenue, and product-level insights update automatically. Kate can drill directly into invoices, investigate exceptions, and run trend analysis without touching a spreadsheet.

Payroll—once managed through a massive multi-year workbook—became fully automated with the Rippling integration, mapping every pay type directly to the GL.

The Results

A faster, more predictable close

With revenue, payroll, AP, and schedules automated, Revv shortened its close by more than five days. Clean data is available on day one. Rillet eliminated the “giant CSV” workflow entirely. What once took 10-20 hours every month now updates continuously with a clean revenue waterfall and contract-level insight.

The Rippling integration automated 100% of recurring payroll journals, replacing the massive multi-year workbook and freeing the team to focus on cutoff and accruals—not reconstruction.

Kate emphasized that having a SOC 1 Type 2 report was essential for Revv’s 2026 audit readiness, noting that it builds trust with auditors and investors and leads to a far smoother review of revenue waterfalls and deferred revenue.

By the Numbers

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