From Fragmented Systems to Confident Decisions

Overview

Harpin AI had reached a growth stage where its internal systems needed to scale with the business. The company had proven it could deliver complex technical solutions, but important operational and financial data lived across spreadsheets, QuickBooks, files, and separate workflows.

Working with Guy Lamothe, Head of Finance at Harpin AI, Bernard Williams, Co-Founder & CTO of DEAP, helped clarify what the business needed to track, connect, and act on — then moved that information into a more connected Fibery environment so leadership could track agreements, revenue, milestones, project costs, and reporting in one place.

The challenge

Before DEAP's work, Harpin AI's data was spread across multiple places. Contracts, invoicing, time tracking, project costs, accounting, and reporting were not connected in a way that made the full picture easy to see.

That created extra manual work and made it harder to understand project performance, planned vs. actual effort, costs, margins, and variances in time to act.

We needed to build out our operational and financial infrastructure to prepare us to scale the business.

— Guy Lamothe, Head of Finance, Harpin AI

The core issue: Harpin AI needed one clearer operating layer for visibility, reporting, and scale.

Our approach — diagnose first, build second

DEAP's approach started with diagnosis, not software. Bernard and the DEAP team helped Harpin AI clarify what the business needed to see, track, and act on before configuring the system.

The tools and the technology really come in after the fact.

— Guy Lamothe, Head of Finance, Harpin AI

From there, the engagement followed three steps:

1. Clarify the need — identify the operational and financial data Harpin needed to track
2. Structure the workflow — map how contracts, time tracking, invoicing, and financial data should connect
3. Build in Fibery — configure workspaces, databases, dashboards, and reports Harpin could keep building on

Building the Fibery foundation

A major part of the engagement centered on Fibery. Harpin AI had information sitting across spreadsheets, files, QuickBooks, and separate workflows — and needed one clearer place to bring that data together.

DEAP configured Fibery around how Harpin AI actually works, turning it into an operating layer for agreements, project visibility, planned vs. actual performance, costs, and financial decision-making.

From estimated effort to project-level visibility

Before the new system, Harpin AI often relied on estimates to understand project effort and cost. With Clockify connected into Fibery, Harpin AI can now see actual time and costs much closer to real time, helping teams track project performance and make decisions with current data instead of waiting for reports.

Connecting contract data to invoices

One of the clearest examples of DEAP's impact was Harpin AI's invoicing workflow. Previously, invoicing required manual review across contracts, subscriptions, and services work.

DEAP helped structure contract data inside Fibery so invoices could be generated into QuickBooks through a clearer, more controlled workflow.

It's not just the tools. It's how he's fit it to how we work.

— Guy Lamothe, Head of Finance, Harpin AI

What changed:

• Invoices tie back to contracts
• Variances are easier to flag
• Finance reviews invoices in one queue
• Slack alerts notify stakeholders
• Stronger control and audit visibility

Building the foundation before adding AI

With Fibery serving as a clearer operating layer, Claude can eventually support future workflows, financial analysis, pattern recognition, and faster recommendations.

The point is not to add AI for the sake of AI. It is to give AI cleaner inputs: connected systems, structured data, clearer workflows, and better visibility into how the business operates.

The finance layer is still evolving, but the strategy is clear: build the structure first, then layer AI on top of connected data.

Results

By connecting project time, contracts, invoicing, and financial data, DEAP gave Harpin AI a clearer way to see how work was moving through the business.

Outcome	Impact
Time tracking adoption	Moved from no consistent project time tracking to a structured process tied to project work
Month-end reporting	7–10 hours saved monthly through streamlined reporting workflows
Utilization visibility	Clearer insight into team utilization, billable work, and under-sold resources
Operating foundation	Fibery now serves as a scalable layer for project visibility, reporting, and future AI-enabled finance

[Bernard] is not just consulting, "Here's the plan," then leaves you to go execute. He'll teach you how to fish.

— Guy Lamothe, Head of Finance, Harpin AI

Explore next

• Scale services — streamline tech and operations as you grow
• Fibery partnership — connected workspace implementation
• Book a discovery session — talk with DEAP about your operational visibility goals