A business hub that reconciles every EV battery test, from ingestion to invoice

Test EV is the Australian and New Zealand distributor for AVILOO, whose FLASH test gives an independent state-of-health reading on an electric vehicle battery in a few minutes. As demand grew, the data behind the business was spreading across too many places. Test results arrived as portal exports, as emails carrying PDF and image reports, and as daily and monthly sales spreadsheets, while customer and deal information sat in Pipedrive.

Every source described the same tests in a slightly different way, so a single battery test could appear three or four times under different names, dates and identifiers. Working out which records belonged together, which customer owned which test device, which tests were billable and which failed tests needed a follow-up was slow and easy to get wrong.

Nathan wanted one place that pulled every source together, told the truth about how many tests each customer had run, flagged the tests that needed action, and produced billing without a manual spreadsheet pass each month.

We built the Test EV Business Hub, a web application that ingests every source and reconciles it into one clean record per test. A matching engine reads the portal exports, the report emails, the sales files and Pipedrive, then merges the rows that describe the same physical test, so a car tested a few times in one visit counts once, the way it is actually billed.

On top of the clean data we layered the work the team does every day. Sales dashboards show volume by customer and group over any period, and a bulk-rate tracker watches each customer's rolling twelve-month volume against the threshold that changes their pricing.

An alerts inbox surfaces failed and inconclusive tests and drafts the customer follow-up email ready to send, so a technical issue becomes a one-click response rather than a research task. It also watches the signals that used to be invisible: dormant devices, upcoming renewals, duplicate customer records and devices that have changed hands.

Billing summaries generate per customer and group as branded PDFs. Because the hub checks itself against every sales file as it arrives, it reports any drift between the two before anyone has to go looking for it.

Test EV now runs from one source of truth instead of a stack of spreadsheets and inboxes. Nearly seven thousand tests from five sources, across more than 150 test devices and around 100 customer accounts, reconcile into a single record each.

Automatic duplicate detection removed about fifteen percent of redundant rows without changing a single invoice total, and the hub's sales figures now reconcile to within one test of the sales file that drives them.

The alerts have changed how the team responds. A failed or inconclusive test is caught within minutes and arrives with the follow-up email already written, so customers hear back quickly and nothing slips through.

Monthly billing that used to be a manual reconciliation is produced on demand, and the bulk-rate tracker gives Nathan a forward view of which customers are about to earn a new rate, so he can get ahead of the change rather than react after it.