Case Study: How Wingspan helped Encore Kitchens restore trust in revenue operations

Encore Kitchens is a fast-growing UK dark kitchens business operating across 25 sites, enabling major food brands to scale delivery without physical restaurants.

As the business grew, finance complexity increased rapidly. Billing, invoicing, payments, and reporting were managed across disconnected systems, with a heavy reliance on spreadsheets and manual reconciliation.

Wingspan partnered with Encore to automate and unify these workflows, connecting HubSpot, Xero, GoCardless and Google Sheets into a single, reliable finance system.

The result was not just efficiency, it was restored confidence in the numbers.

“Trust has been restored because there is integrity in the data, finally.”

Encore's billing schedule sat at the core of its revenue operations, driving invoicing, cash flow, forecasting, and reporting.

But the process was fragile.

A complex Google Sheet managed billing for over 250 brands, requiring constant manual updates from multiple systems. This created a high-risk environment for errors, delays, and inconsistencies.

“It was a very manual process that required enormous discipline on a daily basis.”

Disconnected systems made reconciliation slow and unreliable, while spreadsheet complexity introduced ongoing risk.

“When formulas broke, it took ages to fix them.”

Most critically, confidence in the data had eroded across teams.

“Account management fundamentally never trusted the billing schedule.”

For finance leaders, this meant time lost to admin, repeated review cycles, and uncertainty in core reporting.

To support continued growth, Encore needed a finance workflow that could eliminate manual effort, improve data integrity, and scale with the business.

Key requirements included:

• A single source of truth across all finance systems
• Real-time updates to billing schedules without manual intervention
• Seamless integration between HubSpot, Xero, GoCardless, and Google Sheets
• Automated detection of missing or incorrect data
• Reduced reliance on complex spreadsheets and manual reconciliation
• A scalable system capable of supporting growth beyond 250 brands

“I wanted something updated almost instantly, without someone logging in the next morning and doing manual workarounds.”

Wingspan redesigned Encore's finance workflow from the ground up, focusing on automation, data integrity, and scalability.

A connected automation layer was implemented to:

• Sync contract and customer data from HubSpot
• Pull invoice and payment data from Xero
• Integrate direct debit data from GoCardless
• Automatically update billing schedules in real time
• Flag missing or incorrect data at source

The result is a fully automated, always-on billing workflow that updates instantly as changes occur.

For finance, this means fewer manual touchpoints, fewer errors, and complete visibility across revenue operations.

The transformation delivered immediate and measurable improvements.

Manual admin has been significantly reduced, freeing up finance capacity for higher-value work.

“We've taken hours out of the process every week.”

Recurring billing errors — previously 10–20 per month — have been eliminated, removing the need for repeated review cycles.

“We only need one review cycle now.”

Cross-functional time has also been reduced, with finance, account management, and operations no longer needing to revisit and correct data.

Encore now operates with real-time visibility across all brands, with a system that scales as the business grows.

“If we went from 250 brands to 500 brands, the entire process is scalable.”

One of the most valuable outcomes has been improved data quality across the business.

Automated workflows surface issues immediately, making it clear when data is missing or incorrect at source.

“It's immediately obvious if something hasn't been filled in correctly.”

This has strengthened collaboration between finance and account management, creating a shared, trusted view of the numbers.

For Encore, the biggest shift wasn't just operational efficiency, it was confidence.

“Trust restored.”

Finance now operates with a reliable, scalable system underpinning one of the company's most critical processes.

This enables faster decision-making, stronger cross-team alignment, and a foundation for continued growth.

Wingspan worked closely with Encore to understand the underlying business model, data flows, and operational challenges before building the solution.

“It's rare to get someone who really gets into the detail of the business and understands how the data works.”

“It wasn't just a delivery project. It was a learning experience.”

The result is a solution that combines technical automation with practical finance expertise.