Preventing Revenue Loss & Operational Chaos with a Centralized Payments Management System

Building financial infrastructure for complex, high-value wedding transactions.

Team

1 Designer,
1 PM, 4 Devs

Timeline & Role

~1 Month

Research
Ideation
Prototyping
Iterations

Company

Betterhalf.ai
(The Wedding Company)

The Wedding Company's manual payment tracking across spreadsheets was creating revenue leakage, operational chaos, and real-world service disruptions.

I led the design of a 6-module Payments Management System (PMS) that centralized all financial transactions at The Wedding Company - across clients, vendors, and internal teams. The system replaced fragmented spreadsheets with a structured platform that tracked, triggered, and allocated all payment flows while accommodating irregular, high-ticket behaviors unique to the wedding industry.

₹8.4 Cr+

Total wedding payments managed through the PMS system

0

No mid-event service disruptions due to payment confusion after PMS launch

15+ hrs

15+hrs/week Finance and operations time saved through automation and centralized tracking

Swimlane Flowchart: TWC Payment management system

The Problem

Before PMS, every payment was manually tracked in disconnected sheets.

  1. No centralized visibility: Finance team couldn't track incoming payments, pending vendor payouts, or commission status

  2. Manual spreadsheet chaos: Each planner and finance person used different tracking methods, creating inconsistencies

  3. Payment allocation confusion: No systematic way to handle partial payments, overpayments, or coupled service payments

  4. A lack of accountability caused real-world failures (e.g., a sangeet lights outage due to a vendor payment conflict)

Before PMS, every payment was manually tracked in disconnected sheets.

  1. No centralized visibility: Finance team couldn't track incoming payments, pending vendor payouts, or commission status

  2. Manual spreadsheet chaos: Each planner and finance person used different tracking methods, creating inconsistencies

  3. Payment allocation confusion: No systematic way to handle partial payments, overpayments, or coupled service payments

  4. A lack of accountability caused real-world failures (e.g., a sangeet lights outage due to a vendor payment conflict)

Clients pay in instalments, overpay, mix services, and often pay vendors directly.

“

I have 8 lakhs right now, I can partially pay for the decor as well.”

“

Client 1: Wants to pay in advance ie surplus payment

“My payment for the Noida wedding is pending, they have paid the token amount to me directly last time.

”

“

Vendor: Wants to pay in cash, and clubbing different services together

“

Let me pay for the photographer later along with the Mehendi artist, I am transferring 2L today in cash, rest later”

“

Client 2: Wants to pay in cash, and clubbing different services together

How might we design a flexible and transparent system that can to track, allocate and manage all payments across clients, vendors and our company?

Different kinds of transactions and allocations to be handled

Designing the Experience

A 6-Module Payment Ecosystem. Built around the principle of Unallocated Budgets, no money enters the system without traceable allocation.

Module 1: Creating instalments

Module 2: Trigger payment requests and allocate payments

Module 3: Client specific ledger showing transactions and allocations

Module 4: Company-wide ledger with filters

Module 5: Vendor payout requests

Module 6: Trigger commission requests and allocate them

Result

A 6-Module Payment Ecosystem. Built around the principle of Unallocated Budgets, no money enters the system without traceable allocation.

₹8.4 Cr+

Total wedding payments managed through the PMS system

0

No mid-event service disruptions due to payment confusion after PMS launch

15+ hrs

15+hrs/week Finance and operations time saved through automation and centralized tracking

By transforming a fragmented manual process into a structured, scalable system, the PMS didn’t just prevent revenue loss, it became mission-critical infrastructure for The Wedding Company. As weddings grow more complex and high value, this foundation ensures every rupee is tracked, every vendor is paid, and every event goes off without a glitch.

By transforming a fragmented manual process into a structured, scalable system, the PMS didn’t just prevent revenue loss, it became mission-critical infrastructure for The Wedding Company. As weddings grow more complex and high value, this foundation ensures every rupee is tracked, every vendor is paid, and every event goes off without a glitch.

By transforming a fragmented manual process into a structured, scalable system, the PMS didn’t just prevent revenue loss, it became mission-critical infrastructure for The Wedding Company. As weddings grow more complex and high value, this foundation ensures every rupee is tracked, every vendor is paid, and every event goes off without a glitch.

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