Why Kapa Migrated Off Stripe Billing to Sequence

Overview

Kapa builds LLM-powered chatbots that let developer-facing companies answer technical questions instantly from their own documentation. Closing multiple new customers a month on annual contracts, their finance function was being stretched by the disconnect between their quoting, Stripe Billing and their accounting system. Sequence replaced Stripe and their CPQ, giving Kapa's AEs a clean quoting workflow from Salesforce and giving their finance team billing infrastructure built for their volume based pricing, prorated upsells and a global customer base.

The Challenge

1. Stripe Billing couldn't support Kapa's annual contract complexity - voided invoices lost their original dates and prorations on mid-year upsells had to be calculated manually outside the platform.
2. No automated path from signed contract to billing - every closed deal required a manual handoff from the AE to finance before an invoice could be prepared.
3. Tiered, volume-based pricing with no way to display committed allowances cleanly on a customer-facing proposal.

"On the Stripe Billing side, if I had to void an invoice and recreate it, I'd lose the original invoice date entirely, which made reconciliation a mess. Prorations and usage on annual contracts had to be calculated outside of the platform entirely. We’re growing fast and there would be a lag between a deal closing and translating it into our billing system."

Gaia Balossi, Operations Lead @ Kapa

The Solution

White-glove migration from Stripe Billing

Sequence's solutions team rebuilt and backdated Kapa's entire customer base, contracts and subscription history from Stripe, so Sequence became the single source of truth from day one. Stripe stays connected as the payment gateway and all existing card details were preserved, so customers saw no disruption to how they pay.

Quote-to-revenue with no gap between signing and invoicing

Kapa's AEs launch into Sequence directly from Salesforce. When a deal reaches the right stage, the customer is pulled into Sequence automatically. The quote goes out as a branded order form with phases, discounts and tiered pricing. The moment it's signed, a draft billing schedule is generated for finance to review and activate the billing schedule. For enterprise deals where customers want to process through their own procurement portals, Kapa can download a clean PDF and handle signing outside the flow, then once a contract is marked as signed they pick up billing in Sequence from there. Eliminating the manual handoff between fragmented tools closed a gap that had been costing Kapa $56,000 a year in revenue leakage.

Volume-based billing and international tax across a global book

Kapa's customer base spans globally, with contracts in multiple currencies and different tax obligations by market. Sequence handles per-customer currency configuration with Sphere sitting alongside it for international sales tax registration and compliance. Kapa's pricing is built on tiered query allowances - customers commit to a volume of questions per month and draw down against that credit package across the contract term. Mid-contract upsells - whether a customer adds seats or moves to a higher tier - are handled directly in the billing schedule, with credit grants or true-up charges generated automatically rather than calculated in a spreadsheet. Kapa's AEs can now also display each tier cleanly on the proposal itself - the customer sees exactly what they're committing to and what the next tier looks like if they grow into it

"Sequence makes quoting faster, proposals simpler for the customer to understand and upsells easier to close. But a big value-add for me is on the finance side. Once the contract is signed, the billing schedule is ready and the invoices go out automatically. One person alone can manage the whole revenue cycle."

Gaia Balossi, Operations Lead @ Kapa