A BRD template for billing systems

Most teams rush into billing system evaluations with a few demo questions, a partial list of requirements and an urgent pain point. That’s how systems get mis-scoped, customized beyond recognition or replaced within 18 months. We’re helping fix that – starting with a purpose-built business requirements document (BRD) you can use to evaluate and compare billing systems on your way to making a sound decision.

Successful evaluations start with clarity and structure.

When teams define their needs upfront – across workflows, data, edge cases and exceptions – stakeholders align earlier. Vendor conversations stay grounded in realities. Risks and gaps surface long before implementation. Everything that follows runs smoothly.

That’s what a well-structured BRD creates: a shared, complete understanding of what the system needs to do – and the confidence to know when a vendor can actually deliver it.

Build best practices into your system requirements.

The most effective teams document success in practical terms – tied to the issues, workflows and constraints that impact business.

What we’ve seen work:

• Frame requirements around actual scenarios, not just feature checklists
• Add edge cases and future needs that might break the system
• Provide considerations that prompt clear, specific answers
• Apply a consistent scoring method across vendors
• Capture it in a format that’s easy to share or drop into an RFP

That’s what a BRD is for. It provides a templated approach you can reuse, refine and rely on – across vendors, across teams.

Download the billing system BRD.

Mid-term amendments that trigger cancel-rebook. Usage data that needs massaging through spreadsheets before it can be billed. Revenue tied to invoice timing instead of consumption. These are the issues some billing systems create – even the ones bundled with ERP platforms. They often aren’t built to handle complex contracts, variable usage and compliance in one place.

This BRD helps finance teams identify those risks early and look for the right capabilities – before they start meeting with vendors.

What’s inside:

• General system requirements – architectural fit, global support, governance
• Contract and subscription management – mid-term changes, renewals, ramps
• Usage and hybrid billing – ingestion, pooling, caps, top-offs
• Invoicing and AR – cash application, dunning, collections inside ERP
• Revenue recognition – ASC 606 compliance, consumption vs invoice timing
• CRM/CPQ integration – handling amendments and audit chains cleanly
• Future-proofing – scaling without reimplementation

Your billing system decision determines how much risk – and how much manual effort – finance carries. This BRD gives you a proven checklist to surface gaps before they become costly.

Download the billing system BRD

Build from a smarter foundation.

This billing BRD is just one example of how structured thinking changes the outcome of system evaluations. It helps teams define what success looks like early, compare vendors on equal terms and uncover risks before they create costly rework.

We’ve spent decades working alongside finance teams through system selections and implementations – seeing where requirements were missed, where assumptions broke down and how much effort those gaps created later. That experience shaped how we built this BRD, so teams can capture what matters upfront and move forward with confidence.

We’ll continue expanding this approach across other finance systems – so every team can evaluate with the same clarity and confidence. Until then, the billing system BRD gives you the foundation to start smarter and move faster.