Overview
The HMB platform currently has two operational areas that require improvement:
- Monthly invoicing for BCC. The process of generating billing information for affiliate access fees is currently manual. This limits visibility into monthly totals and does not provide a formal document generated directly from the platform.
- Access Report rate management. The rates used by the Access Report can only be updated today through direct database changes or internal backend processes. This creates an operational dependency on the technical team for what should be a routine administrative task.
This proposal covers the addition of platform functionality to support both needs, with invoicing treated as the primary priority and rate management included as a secondary administrative improvement.
Scope
This proposal covers two focused additions to the existing HMB platform.
Phase 1: Automatic invoice generation
The platform will generate a monthly invoice for BCC based on the affiliate movements received during the billing period.
The invoice will include:
| Field | Description |
|---|---|
| Month billed | The month being invoiced. |
| Insurance amount by tier | Breakdown by family and individual coverage. |
| Cost by range | Cost calculation based on the range assigned to each affiliate. |
| Breakdown by group | Totals segmented by group of people. |
| Grand total | Total amount for the billing period. |
The expected workflow is:
- At month-end, the system generates a draft invoice based on the affiliate movements for that period.
- The user reviews a preview before finalizing the invoice.
- If corrections are needed, the user can modify the necessary information and regenerate the invoice.
- Once validated, the invoice is finalized and prepared for delivery.
The invoice is intended as a formal billing document for internal financial control between BCC and HMB. Fiscal data, tax receipt numbers, and legal compliance formatting are not included in this scope.
Phase 2: Rates admin screen
The platform will include a new administrative screen so authorized users can manage the rates used by the Access Report directly from the web interface.
The new screen will follow the same visual style and user experience already present in modules like Teams, Users, and Reports. No redesign of existing screens or flows is involved. The change is additive: a new menu item and a self-contained module.
The goal is to allow users with the Admin or Super Admin role to:
- View current rates used by the Access Report, organized by category.
- Update rates in bulk by category, such as families, dependents, and individual users.
- Make row-level adjustments when a specific exception is needed.
- Review a basic change history so rate modifications are traceable.
The bulk update by category is the primary operation. One-off row-level changes are expected to be infrequent but will be supported.
Analysis
After reviewing the platform requirements and the requested operational workflow, we identified the following implementation areas:
- Monthly invoice generation based on affiliate movements received during the billing period.
- Tier and range-based calculation for family and individual coverage.
- Invoice preview, correction, regeneration, and finalization workflow.
- A new Rates Admin screen for authorized users.
- Bulk rate updates by category.
- Row-level rate adjustments for exceptions.
- Change history for traceability and accountability.
- Role-based access enforcement for Admin and Super Admin users.
The proposed work is focused on extending the existing platform with the required operational screens, workflows, validations, and production deployment.
Approach
We propose treating this as a focused engagement split into two phases.
Phase 1: Automatic invoice generation
The work will follow a streamlined process:
- Analysis and planning: Confirm invoice fields, calculation rules, preview workflow, and acceptance criteria.
- Build: Implement the invoice generation engine, monthly aggregation, tier and range calculations, draft preview, modification workflow, and final invoice formatting.
- Verification and deployment: Test the workflow using representative affiliate data, deploy to staging, validate acceptance criteria, and release to production.
Estimated timeline: approximately 2 weeks from kickoff to delivery.
Phase 2: Rates admin screen
The work will follow a streamlined process:
- Analysis and planning: Confirm the rate categories, editable fields, validation rules, and acceptance criteria.
- Build: Implement the Rates Admin screen, API endpoints, bulk update workflow, row-level override capability, validation rules, and change history.
- Verification and deployment: Test against acceptance criteria, deploy to staging, validate with the HMB team, and release to production.
Estimated timeline: approximately 1 week from kickoff to delivery.
Phases can be delivered sequentially, or Phase 2 can be deferred based on HMB’s preferred rollout plan.
Deliverables
Phase 1: Automatic invoice generation
- Monthly invoice generation based on affiliate movements received during the billing period.
- Tier and range-based calculation for family and individual coverage.
- Group-level breakdown and grand total calculation.
- Draft invoice preview before finalization.
- Ability to modify information and regenerate the invoice when needed.
- Final formatted invoice document for delivery to BCC.
- Deployment to production.
Phase 2: Rates admin screen
- Rates Admin screen accessible from the platform’s main navigation for Admin and Super Admin users only.
- View of current rates used by the Access Report, organized by category.
- Bulk rate update by category with validation.
- Row-level rate override capability for exceptions.
- Change history view showing who changed what, when, and the previous vs. new value.
- Role-based access enforcement integrated with the existing permission model.
- Deployment to production.
Economic proposal
The following estimate is based on the scope described in this proposal. Final pricing is subject to confirmation during the analysis and planning phase.
Phase 1: Automatic invoice generation
| Scope | Total |
|---|---|
| Automatic invoice generation | USD 5,600 |
Phase 2: Rates admin screen
| Scope | Total |
|---|---|
| Rates admin screen | USD 4,000 |
Combined
| Scope | Total |
|---|---|
| Phase 1 only: automatic invoice generation | USD 5,600 |
| Phase 2 only: rates admin screen | USD 4,000 |
| Both phases | USD 9,600 |
Estimated delivery:
Phase 1: approximately 2 weeks from kickoff.
Phase 2: approximately 1 week from kickoff.
Assumptions
- The weekly BCC file sync is the source of truth for affiliate movements used for invoice generation.
- The invoice is generated from data already available in the platform.
- Invoice document format, including layout, fields, and branding, will be finalized during the analysis and planning phase.
- The existing design system and UI components are reused as-is for the Rates Admin screen.
- Admin and Super Admin roles and their permission checks are already functional in the platform.
- Rate data is already structured in the database and does not require migration or restructuring.
- The audit trail leverages existing logging infrastructure where available. If a new audit subsystem is required, scope and cost may be adjusted.
- Any manual changes previously made directly in production will need to be reconciled with the codebase prior to this work and handled separately.
Next steps
- Review this proposal and confirm alignment on scope, approach, timeline, and pricing.
- Confirm whether HMB wants to proceed with Phase 1 only, Phase 2 only, or both phases.
- Schedule a brief alignment call to clarify any open questions.
- Upon approval, begin the analysis and planning phase for the selected scope.