How DDST Group gained financial control and bought back time with Toolza
90% time reduction on payment processing
Toolza started as the finance system inside DDST Group, the founders' own affiliate operation: three projects, about 1,500 transactions a month, a five-person finance team, crypto and fiat in separate systems. The numbers below are what changed when we replaced our own spreadsheets. We sell it now because the problem was not unique to us.
"Bookkeeping tells you the score after the game. Management accounting lets you change the play while it's happening."
Pavlo Kovalenko
CFO at DDST Group
About DDST Group
DDST Group operates in the affiliate marketing sector, managing 3 operational projects with ~1,500 monthly transactions handled by a five-person finance team. CFO Pavlo Kovalenko leads the financial operations for the growing organization, focusing on transforming reactive financial management into proactive strategic control.
The challenge
When Pavlo assessed DDST Group's financial operations, the company relied on manual Excel-based processes that created significant bottlenecks.
The manual process was slow, risky, and consumed valuable strategic time
- Payment processing for 10-15 people took 4-5 hours per batch
- Multiple team members working in the same spreadsheets increased error risk
- Previous tools didn't provide the same consolidated, operational view
- Manual reporting consumed the CFO's time that should have been spent on strategic decisions
- Crypto and fiat assets tracked in separate systems
- No invoice administration or approval workflows
"Everything done manually carries risk. When I see an Excel spreadsheet, I know there can be errors."
Why Toolza
Pavlo needed an integrated management accounting system that could handle both crypto and fiat assets while providing real-time financial control. Toolza delivered exactly that combination:
Integrated crypto + fiat management
finally, both asset types in one platform
Real-time P&L, balance sheet, and cash flow
complete financial picture at a glance
Invoices are centralized
all invoices stored and visible in one system
Batch processing capabilities
registry-based transaction handling
All tools in one place
no switching between systems to see merchant documents or account balances
Implementation
The transition required commitment:
Timeline
1-2 weeks for full directory setup (partners, personnel)
Team involvement
Finance team participated in system customization
Short-term challenge
Parallel operation of old and new systems during migration
Learning curve
New interface required each team member to adapt
He also realized that the process requires patience since moving the entire team to a new system would mean having parallel systems, learning curves, and short-term stress. But he was sure the end result would be worth it.
Results
By implementing Toolza, DDST Group transformed from reactive bookkeeping to proactive financial management:
Payment processing time: 4-5 hours → 30 minutes
Monthly transactions now managed efficiently
- Real-time reporting replaced end-of-period-only visibility
- Eliminated manual errors through automated workflows
- CFO time shifted from operational tasks to strategic thinking
- Real-time financial visibility enables proactive course correction
- "Sense of control" — ability to see complete resources and obligations picture
- Cash flow forecasting provides confidence in meeting payment obligations
"For the first time in life, you can buy time. It's about the quality of life."
With Toolza, DDST Group can now:
- See declining profits mid-month and take corrective action
- Forecast cash flow with confidence
- Make data-driven decisions before month-end, not after
- Focus on where to put the next marginal dollar, not just documenting the last one
Ready to transform your financial operations?
We run this for a CPA network and an account-rental agency too. Their numbers are still private, so we walk through them with you on the call.
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