Precision tools for high-stakes work

Client background

Technical Toolboxes is a Houston-based software company with an outsized impact on the energy sector. Its SaaS-based engineering platform is trusted by 19 of the 20 largest pipeline operators in North America, helping them manage risk, meet regulatory standards and maintain safe, reliable infrastructure.

This is high-stakes work. Every calculation has consequences for project timelines, budgets, safety and the environment. As the company grows and adds new clients and capabilities, its lean finance team of three professionals needs to match that complexity with clarity. Tracking recurring revenue, contract value and customer retention at scale requires more than spreadsheets — it demands real-time visibility into SaaS metrics that decision-makers can trust. For Technical Toolboxes, Sage Intacct and SaaS Intelligence delivers that visibility.

The business challenge

As the company grew, even basic SaaS reporting had become unmanageable. Doug and his team relied on spreadsheets and siloed data to calculate key metrics like GAAP revenue, annual recurring revenue (ARR), churn and retention. The process was time-consuming and fragile.

“Our earlier attempts at calculating ARR were a mess,” Doug recalls. “We were pulling data from five different sources. One small change could break the whole model.”

Preparing for board meetings could take hours each month, with the team focused more on validating formulas than analyzing performance. The lack of reliable, real-time insight made it difficult to support other departments, like sales and customer success, who also needed data to drive decisions.

All the while, Technical Toolboxes experiencing double-digit annual growth. The team needed a scalable solution — one that could automate core SaaS reporting, improve timeliness and accuracy and give stakeholders confidence in the numbers.

Strategy and solution

Working with Baker Tilly, Technical Toolboxes implemented Sage Intacct and SaaS Intelligence to unify their financial data and deliver real-time, investor-grade metrics. That change has been transformative.

“Today, we get SaaS metrics straight from our accounting system. It’s fast, it’s clean and we can trust the numbers,” Doug says.

The impact on reporting has been dramatic. What once took 16 hours — calculating and validating ARR— is now done in under 20 minutes. Doug can easily pull metrics like net revenue retention, expansion revenue and average contract value, all segmented by customer cohort, product line or time period.

“I can slice the data however I need to,” he says. “We can see where we’re growing, where we’re losing and what’s really driving net revenue retention.”

In addition to enhancing efficiency, Baker Tilly’s solution revealed missed revenue opportunities. During implementation, Doug found several active customer contracts that had never been invoiced. “We’d allowed them to use the software, but the invoices had slipped through the cracks,” he says. Correcting those missed billings covered the cost of Sage Intacct and SaaS Intelligence in the first year.