How Gorgias Built a Real-Time Finance Stack With Chargebee and Maxima

Gorgias started as a help desk product. Billing ran on Stripe, and for a while, that was fine. But as the finance team’s needs evolved, Stripe’s “extremely basic” capabilities, in the words of Yohan Jacquin, VP of Accounting, couldn’t deliver the speed or flexibility Gorgias needed for how it was building and thinking about billing, revenue, and monetization.

Finance saw the gap first. Revenue waterfalls took roughly eight days to produce, so questions about a specific quarter or product line were answered with a lag. Manual reconciliation couldn’t keep pace with a number that changed every cycle, and the more complex the pricing model, the more finance needed to see revenue in real time rather than after the fact.

At the same time, Gorgias faced growing complexity in its accounting operations. With a multi-entity NetSuite environment and financial data distributed across different systems, accountants spent significant time preparing journal entries, reconciling transactions, and investigating variances.

Recurring journal entries for cash, payroll, and paid time off required manual preparation. Flux analysis involved pulling and organizing financial data before accountants could investigate the underlying changes. Recurring accruals and amortization schedules introduced additional work each month.

The company's financial close took approximately 15 days, limiting how quickly the accounting team could deliver finalized financial information to the rest of the business.

For Gorgias, modernizing finance meant addressing both sides of the operation: how revenue was billed and recognized, and how the resulting accounting work was prepared, reviewed, and closed.

Gorgias needed one system to operationalize the revenue side of running subscription and outcome-based AI pricing side by side, and another to operationalize what that revenue produces downstream in the books. 

Chargebee manages billing, monetization, and revenue recognition. Maxima automates accounting preparation, reconciliations, and close workflows. NetSuite would remain the system of record.

This architecture allows Gorgias to optimize its finance operations while preserving its existing ERP and financial controls.

An agentic finance approach with Chargebee at the center

Gorgias moved its billing from Stripe to Chargebee to run a subscription product and an outcome-based product on one system, rather than forcing one pricing logic to accommodate both. AI Agent’s per-resolution pricing runs through Chargebee as metered usage: Gorgias determines which interactions qualify as a resolution in-house, then sends Chargebee the billable count each cycle.

Running both pricing models on one platform was itself a win: Gorgias no longer needed a parallel system for each. RevRec automation was the next clear one. Yohan described a recent lunch with his CFO, Kunal, who asked for a different cut of the revenue waterfall on the spot. The team pulled it together at the table, with a level of granularity and confidence that used to take over a week to compile. “We are able to give that at any point in time,” said Yohan.

Once that data was clean and centralized in one system, Gorgias’s billing team started building on top of it. A billing support agent scans incoming customer tickets, pulls the relevant account and invoice data from Chargebee, and drafts a response, which a human then reviews before it goes to the customer. Gorgias also built a dunning agent that pulls AR data out of Chargebee, segments customers by factors like account receivable status and industry, and writes targeted follow-up emails calibrated to each segment, rather than treating every past-due account the same way.

None of this would have been possible without the structured, reliable data layer Chargebee provided, the foundation Gorgias’s billing team built these two agents on top of.

Maxima: automating accounting execution across the close 

While Chargebee modernized billing and revenue recognition, Gorgias partnered with Maxima to automate the accounting work required to close its books. 

Gorgias wanted to preserve NetSuite as its ERP while reducing the manual preparation happening around it. The team evaluated how to automate recurring accounting workflows without introducing additional complexity or sacrificing accuracy, governance, and auditability.

Maxima became Gorgias's governed agentic system of close, bringing together financial data from source systems and NetSuite to prepare journal entries, perform reconciliations, and support financial analysis; with full accuracy and governance. The team began with high-frequency workflows where manual preparation consumed significant accounting capacity: 

Journal entry automation

Gorgias uses Maxima to automate recurring journal entries across cash, payroll, and paid time off. Maxima’s data connectors to bank, payroll, procurement, and 50 other systems, pull in transaction-level data in real-time, auto-apply their company specific chart of accounts, accounting logic and rules, and present a fully-prepared journal entry. Ready to be posted to NetSuite at a click of a button by the reviewer. Maxima maintains granular audit-trails, journal entry back-up and a fine-grained segregation of duty for SOX compliance.

Today, Gorgias has automated approximately 98% of journal entries across six entities.

Cash transaction automation and reconciliation

Cash reconciliation was another priority, given the volume and complexity of transactions moving through the business. Gorgias uses Maxima to reconcile cash transactions between Bank and NetSuite with up to 99% match rates, catch any missing entries and post the adjusting entry right within the centralized cockpit of Maxima.

According to Gorgias team, approximately 95% of cash transactions are now fully automated, turning work that previously took hours into minutes, agents performing the work in the background as per a set recurring schedule and cutting risk of errors.

Flux analysis

Gorgias also introduced Maxima for monthly financial variance analysis. Previously, accountants spent significant time downloading data from ERP, creating tens of pivots  in an excel and finally eye-balling reasons for variance and typing it up for review.

Maxima’s AI flux makes this entire process a breeze. Maxima live syncs transaction level data from ERP and upstream sources, identifies key reasons for flux or anomalies across vendor, department and accounts. And AI types up the flux in your company preferred format, ready for review.

The team reports saving nearly a full day per close cycle, allowing accountants to spend more time investigating variances and explaining business performance.

Recurring accruals and amortization

Gorgias is also applying Maxima to recurring accounting workflows involving leases, commissions, bonuses, and accruals. By codifying accounting policies and applying them consistently across reporting periods and entities, the team can reduce repetitive preparation and review work.

Across these workflows, Maxima combines governed accounting automation with human oversight. Accountants remain responsible for reviewing the work and approving the resulting entries, while the platform maintains the supporting context and execution history.

How the systems work together

Gorgias looked at connecting Chargebee and Maxima and found no use case for it on the revenue side: two independent systems, run by the same finance team, applying the same AI-native approach to each. 

Chargebee manages subscription and usage-based billing, revenue recognition, and related revenue operations. Recognized revenue flows from Chargebee into NetSuite through its native integration.

Maxima automates accounting workflows across the broader finance operation, including journal entries, reconciliation, accruals, and flux analysis.

NetSuite remains the system of record, with approved accounting work flowing back into the ERP. This approach gives Gorgias the flexibility to automate different financial processes using the systems best suited to each workflow. “Everything we need is native to Chargebee,” Yohan said, “which is one of the reasons we went with Chargebee in the first place.”

• Subscription and outcome-based AI pricing run on one platform, with no parallel system for either

• Revenue waterfalls available on day one instead of roughly day eight

• AR aging over 30 days dropped from 25 percent of total AR to 5 percent

• Billing support tickets drafted by an agent before human review and send

• Dunning recovered an estimated $1.7M to $2M in Gorgias’s first year, a roughly 4.5x to 5x return on the Chargebee fees paid for it 

• 98% of journal entries automated across six legal entities, including cash, payroll, and PTO workflows using Maxima

• 90% of cash transactions are fully automated across eight bank accounts, reducing manual reconciliation work

• $60K in cost savings despite 6x business growth, enabling the accounting team to scale operations more efficiently

Gorgias is already turning to the next stage of its finance evolution. 

As its AI-driven product line keeps expanding, complexity is showing up next in its enterprise motion. Today, when an enterprise deal includes a negotiated discount on one product and a waived fee on another, Gorgias’s billing team works through it by hand, one deal at a time. The product catalog that supported its rapid product-led growth is now being rebuilt to support configure-price-quote workflows for its enterprise sales motion, running alongside self-serve on the same platform. Gorgias is evaluating Chargebee’s CPQ capabilities and rebuilding its product catalog to support them for enterprise deals.

On the accounting side, Gorgias is expanding its use of Maxima as a centralized system of close for the accounting organization, bringing journal entry automation, close management, and flux analysis into one platform. Near-term priorities include automating expense allocations, analyzing actuals against estimates, and using agents to recommend and prepare accrual adjustments for review and posting.

Looking ahead, Gorgias aims to automate 100% of its journal entries and move toward fully self-service agentic accounting workflows, with agents preparing reconciliation workpapers and lead sheets under human oversight. The broader ambition is to free accountants from recurring preparation work so they can spend more time analyzing financial performance, informing business decisions, and partnering with the rest of the organization.

Ready to modernize your monetization stack? See how Chargebee supports subscription, usage-based, and outcome-based pricing models with end-to-end billing and revenue automation. See Chargebee in action.