Welcome to Prolifi
What you will learn
This document introduces Prolifi as a platform: what it is, what problems it solves, who it is built for, and how different teams within your organisation use it. By the end of this document you will understand:
- Why Prolifi exists and what gap it fills in the revenue operations landscape
- Which team roles interact with Prolifi and how
- The four steps every new organisation follows to get started
What is Prolifi
Prolifi is a B2B Revenue Operations Platform — an API-first infrastructure layer that sits between your product or service and the systems you use to collect money, manage customer relationships, and report on revenue.
Most businesses reach a point where managing revenue operations becomes genuinely complex: products evolve, pricing models diversify, customers expand globally, regulations tighten, and the billing system that worked at Series A cannot support the complexity of a scaled commercial operation. At that point, businesses either build custom billing infrastructure (slow, expensive, and perpetually under-resourced) or stitch together multiple point solutions (fragile, hard to reconcile, and opaque at the reporting layer).
Prolifi replaces both approaches. It is a single, configurable platform that handles every stage of the revenue lifecycle — from defining your products and pricing through to collecting payment, retaining customers, expanding globally, and producing regulation-grade financial reporting.
Prolifi does not replace your product. Your application, service, or platform continues to own the core user experience. Prolifi handles everything downstream of that experience: subscriptions, billing, payment collection, usage metering, entitlement enforcement, dunning, and revenue recognition.
Prolifi does not replace your payment processor. It connects to your existing payment gateways and collection infrastructure, or provides collection routing where you need it.
Prolifi is infrastructure, not software-as-a-service in the traditional sense. It is designed to be integrated, configured, and operated programmatically — though it also provides a full management interface for non-developer teams.
The problems Prolifi solves
Revenue operations complexity manifests in five distinct categories of pain. Prolifi is organised around solving each one.
The Innovation-Revenue Gap
The problem: Your product or commercial team wants to experiment with new pricing models, launch new packages, or introduce usage-based tiers — but your billing system cannot support the change without months of engineering work. Revenue model innovation is blocked by infrastructure limitations.
What Prolifi provides: A flexible product catalog and pricing engine that supports eight pricing model types (fixed, per-unit, volume, tiered, stair-step, dynamic, usage-based, and hybrid), configurable without engineering involvement for most changes.
Revenue Leakage
The problem: Revenue that should be collected is not. Failed payments are not retried intelligently. Billing errors go undetected. Proration on mid-cycle changes is calculated incorrectly or not at all. Discounts are applied inconsistently.
What Prolifi provides: Automated invoicing with accurate proration, configurable dunning and payment retry logic, and reconciliation tooling that surfaces discrepancies between what should have been collected and what was.
Billing Efficiency Crisis
The problem: Your finance and operations teams spend disproportionate time on billing administration — manually creating invoices, chasing payments, reconciling records, and producing reports for month-end close. The billing cycle is a bottleneck.
What Prolifi provides: Automated billing operations across all supported billing models, with a full audit trail, configurable approval workflows, and exportable financial data for accounting system integration.
Customer Retention Failures
The problem: Customers churn — often involuntarily, due to failed payments that were never recovered. There is no mechanism to intervene before a customer cancels. Loyalty and promotional mechanics are managed manually or not at all.
What Prolifi provides: A configurable dunning and payment recovery workflow, a hosted or API-driven customer portal, cancellation intervention pages, subscription pause capabilities, and loyalty scheme tooling.
Global Business Complexity
The problem: Expanding into new geographies means navigating multiple currencies, local payment methods, country-specific invoicing requirements, and tax regimes. Doing this across a fragmented stack is operationally painful and error-prone.
What Prolifi provides: Multi-country, multi-currency pricing with operating entity configuration per jurisdiction, local payment method support, country-specific billing configuration, and three-mode tax management (self-calculated, Prolifi Tax, or third-party integration).
Who uses Prolifi
Prolifi serves mid-market and enterprise businesses across eight target industries:
Within any organisation, Prolifi is a multi-team platform. It is not configured or operated by one function alone.
General Getting Started pathway
Every new Prolifi customer follows four high-level steps to get from first access to operational billing. The steps are the same regardless of your industry, team size, or billing complexity.
Step 1 — Articulate your revenue model
Before configuring anything in Prolifi, your organisation needs internal clarity on:
- What you are monetising: Products, services, features, usage, seats, or some combination
- How you are monetising it: Which billing models and pricing structures apply
- Who you are monetising: Customer segments, how they are differentiated, whether different packages apply to different segments
- Where you will sell: Which countries and currencies, which payment methods are required
- How customers pay: Pre-paid, post-paid, pay-as-you-go, instalment — and whether credit or cash is the mechanism
This step is the domain of Marketing & Strategy teams. The output is a documented revenue model that can be directly translated into Prolifi configuration. Attempting to configure Prolifi without this clarity produces inconsistent setups that require rework.
Start here: Getting Started: Marketing & Strategy
Step 2 — Create your account and set preferences
Once your revenue model is clear, the technical setup begins:
- Create your Prolifi account
- Configure operating entities (one per legal entity / country of operation)
- Connect payment gateways
- Configure tax settings
- Set communication preferences (invoice and dunning email templates)
- Configure user roles and approval workflows
This step is a joint responsibility of Finance teams (for billing and tax preferences) and Developer teams (for API access and gateway connections).
Relevant guides: Getting Started: Finance | Getting Started: Developers
Step 3 — Map your revenue model on Prolifi
With the account configured, you translate your documented revenue model into Prolifi’s product catalog and pricing configuration:
- Create products and product groups
- Attach pricing plans with the appropriate pricing model(s)
- Define entitlements per plan
- Configure multi-currency pricing for each market
- Set up discount and promotional rules
- Configure billing model preferences per product
This step is led by Marketing & Strategy with Finance validation and Developer integration in parallel.
Relevant guides: Getting Started: Marketing & Strategy | Product Catalog & Pricing
Step 4 — Integrate with your existing systems
With the platform configured, your Developer team integrates Prolifi into your product and operational stack:
- Integrate customer data (identify and sync customer records)
- Set up usage event streaming (for usage-based or metered billing)
- Integrate payment collection flows
- Integrate the customer portal or build a self-hosted portal via API
- Connect Prolifi webhooks to your application event handlers
- Integrate the cancellation workflow
Relevant guide: Getting Started: Developers
Next steps
Choose the Getting Started guide for your team, explore the platform architecture, or look up key terms in the glossary.
Understand the platform architecture and five core capability areas
Define your revenue model and translate it into platform configuration
Navigate the product catalog, manage quotes, and create subscriptions
Integrate Prolifi’s API into your product and operational stack
Configure billing operations, reconciliation, and financial reporting
Definitions of all platform terms used across Prolifi documentation
