Billing & subscription systems that do not leak revenue
If you run a SaaS product, marketplace, or membership platform, you cannot afford a fragile billing setup. Failed renewals, confusing plans, or homegrown billing logic quickly turn into churn, angry support emails, and unpredictable cash flow.
BYBOWU is a Phoenix-based product and engineering team working with SaaS companies across the US and worldwide. We help founders and product leaders design, implement, and optimize billing and subscription flows so you can focus on growth instead of wrestling with edge cases and payment failures.
Common billing problems we fix
Most teams come to us after they have already felt some pain in production:
- Revenue is growing, but billing is held together by custom scripts and spreadsheets.
- Pricing plans are confusing, and customers keep asking support what they are actually paying for.
- Trials, coupons, and upgrades are handled manually, which does not scale and causes mistakes.
- Failed renewals are not recovered, and you have no clear dunning flows or retry logic.
- Usage-based or hybrid pricing is hard to implement with your current stack.
- Finance cannot reconcile MRR, ARR, and payouts across gateways without hours of manual work.
Our goal is to replace that with a predictable, well-documented billing engine that supports your pricing strategy instead of fighting it.
How we approach billing and subscription work
This is not just about wiring up a payment button. We treat billing as a core part of your product and customer experience.
- Discovery and mapping. We start by mapping your current pricing model, existing subscribers, and edge cases like trials, discounts, and grandfathered plans. We clarify who your buyers are, how they purchase, and what metrics matter most (MRR, LTV, activation, churn).
- Pricing and plan architecture. Together we define clear plan structures, upgrade and downgrade paths, and rules for trials and add-ons so customers always know what they get and what they pay.
- Technical design and integrations. We design how billing events flow through your stack, then integrate with your chosen payment and subscription tools. That often means combining this service with our Integrations & API Development, Payment Integrations, and SaaS Architecture & Scaling services.
- Implementation and testing. We build secure billing flows, handle webhooks and events, and wire billing states back into your app UI. Then we run QA on key paths such as signup, upgrades, cancellations, refunds, and renewals with our QA & Testing Services team.
- Reporting and handover. We set up dashboards or exports so product, finance, and support all see the same truth. You get documentation and training so your team can operate billing without guesswork.
What you get as concrete deliverables
Each engagement produces a clear, measurable outcome, not just opaque code changes:
- Documented pricing and subscription model, including trials, discounts, add-ons, and lifecycle rules.
- Implementations of billing flows inside your web or mobile app, aligned with your UX and brand.
- Secure integration with payment providers and subscription platforms, including event handling and webhooks.
- Retry, dunning, and notification flows for failed payments and expiring cards.
- Admin tools or dashboards to manage plans, coupons, refunds, and manual adjustments.
- Reports or exports your finance team can actually use for MRR, churn, refunds, taxes, and invoices.
- Technical documentation and handover so internal teams or future vendors can safely extend the system.
What you can order
- Billing audit and roadmap — A focused review of your existing billing flows, tools, and data, with a prioritized plan to reduce leakage, simplify pricing, and prepare for scale.
- Subscription MVP setup — Design and implementation of core plans, trials, and renewals for a new SaaS product or feature launch, aligned with our SaaS MVP Build services.
- Plan migration and billing refactor — Rebuild and migrate your existing subscriptions to a cleaner structure, including handling grandfathered users, coupons, and contract terms while minimizing disruption.
- Usage-based or hybrid billing engine — Design and implementation of metered or tiered usage pricing, including usage tracking, aggregation, and invoice generation that finance can trust.
- Customer billing portal — A secure self-service area where customers can update payment methods, view invoices, change plans, and manage team members, often paired with our Portal Development service.
- Dunning and revenue recovery optimization — Implement or refine failed payment handling, retries, and communication flows to reduce involuntary churn without annoying good customers.
How engagement works with BYBOWU
You do not have time for a drawn-out consulting exercise. We keep the process structured and predictable.
- 1. Short intro call. We review your product, stack, and current billing pain points. If there is a fit, we agree on a discovery scope.
- 2. Discovery and proposal. In a compact discovery phase we map your flows and constraints, then send you a proposal with scope options, timelines, and budget ranges. You can also check our Prices page for typical ranges.
- 3. Design and build. We work in sprints, show you flows and diagrams before code, and keep your team in the loop with clear updates rather than technical noise.
- 4. Launch and monitor. We roll out changes carefully, often behind feature flags, and monitor key metrics such as signups, upgrades, and failed renewals.
- 5. Iterate or hand off. We can stay on to fine-tune pricing, introduce new plans, or support future features through our Support & Maintenance services. Or we hand over to your internal team with full documentation.
If you are in or around Phoenix we can run in-person workshops. If you are elsewhere in the US or abroad, we work smoothly over video and async channels.
Why choose BYBOWU for billing & subscriptions
- Product thinking, not just payment forms. We treat billing as part of your product strategy and customer journey, so pricing, UX, and engineering all line up.
- Experience with complex flows. Our team has worked on marketplaces, portals, and SaaS platforms with multi-tenant setups, multiple currencies, and non-trivial plan logic.
- Clear communication with founders and finance. We translate technical constraints into business trade-offs so leadership and finance understand what is happening and why.
- Security and compliance awareness. We design billing flows to respect data protection, access control, and auditability, and can pair this work with SaaS Security & Compliance Prep when needed.
- Long-term partnership if you want it. Many teams start with a billing project and then keep us on to extend their SaaS with Web Development, Mobile Apps, or AI & Automation.
Proof it works in the real world
Marketplace with repeat buyers
For a modern clothing marketplace, we implemented purchase and account flows that make it easy for returning customers to buy again without friction. This created a stable base for introducing loyalty features over time. See project details.
Tactical ecommerce platform
A tactical apparel marketplace needed a store that could handle detailed product data and frequent orders. We built a foundation that supports structured catalog management and streamlined ordering, which is critical for predictable revenue. See project details.
Roommate matching platform
For a roommate finder platform, we designed user flows and account logic that can be extended with membership tiers, premium listings, or paid features, giving the founders a path to future subscription revenue. See project details.
B2B dropshipping portal
A B2B wholesaler and dropshipping portal needed reliable account and order handling between suppliers and resellers. We delivered a web app foundation that supports structured ordering and can be evolved into recurring and contract-based billing. See project details.
Questions founders usually ask
What tools or platforms do you work with for billing?
We choose tools based on your product, region, and existing stack. Depending on your case, that can mean integrating mainstream payment gateways and subscription platforms, or building custom logic on top of your own backend using our API Development services. We focus on reliability, clear reporting, and maintainability over chasing every new tool.
Can you migrate existing subscribers without breaking billing?
In most cases, yes. We map your current plans and subscribers, design a migration strategy, and run tests in a sandbox before touching production. We usually roll out in phases, monitor for edge cases, and provide communication templates for customers when changes are visible to them.
How long does a typical billing engagement take?
A focused audit and roadmap might take 1–2 weeks. A new subscription MVP setup can often be done in 3–6 weeks. Complex migrations or usage-based billing engines can take longer, depending on your stack and data quality. We confirm timelines and milestones before we start so you can plan around key launch dates.
How do you handle taxes, invoices, and compliance?
We design your billing flows to work with the tax and invoicing capabilities of your chosen platform or gateway. If you have specific requirements around invoicing formats, VAT, or sales tax, we incorporate that into the architecture and coordinate with your finance or legal advisors when needed.
What happens after you launch the new billing system?
We do not disappear after launch. We monitor key metrics with you during the first billing cycles, help troubleshoot edge cases, and adjust flows if something unexpected shows up. Ongoing support is available through our Support & Maintenance plans, or we can train your team to handle day-to-day operations.
Talk through your billing and subscription plans
If you know what needs to change, we can usually outline a practical plan, budget range, and timeline within one business day.
If you are still figuring out pricing or tools, we can review your current setup, highlight risks, and suggest realistic next steps for your SaaS roadmap.
Contact us for a 24-hour estimate or request a Phoenix product and billing review.
