How Environmental Air Products Cut 91+ Day Overdue Invoices by 77% with Kolleno

Environmental Air Products (EAP) is a trusted manufacturer’s representative based in Cincinnati, Ohio, serving the HVAC industry for decades. Known for deep technical knowledge and strong customer relationships, the company has built a solid reputation across the region.

As EAP grew, the strain on its financial operations became hard to ignore. Collections were entirely manual, visibility was limited, and every part of the accounts receivable process fell on one person’s shoulders. Lucy Cox, EAP’s credit manager, handled all receivables alone, from emailing customers to chasing payments and sending monthly statements, every single time.

There was no automated system for sending letters or statements. Every document had to be generated, formatted, and sent by hand, and if a customer missed an invoice or failed to respond, there was no structured follow-up. As order volumes climbed, there simply weren’t enough hours in the day, and important tasks were at risk of falling through the cracks.

The systems made it harder. EAP’s proprietary order tool pushed invoices into Microsoft Dynamics GP, but getting that data into a collections workflow was another story. Reports came from one place, notes lived in emails, and there was no single view to track overdue invoices. What Lucy needed was a way to bring everything together, accurately and automatically, without doubling her workload.

Kolleno gave Lucy one place to run collections. Automated communication workflows, automated monthly statements, and a centralized dashboard replaced the patchwork of manual tasks, without disrupting EAP’s existing systems. The idea was to amplify her work, not replace it, so a small team could scale its impact without scaling headcount.

The change in outreach was immediate. As soon as an invoice passes seven days overdue, the system triggers a tailored message, so there’s no delay and no ambiguity for the customer. EAP’s approach to late payments is soft and relationship driven, which made timing and consistency everything.

Monthly statements now schedule and send themselves, so every customer gets their statement on time without Lucy formatting PDFs or managing templates. And instead of pulling data manually from Dynamics GP, she works from a single dashboard that brings together live aging summaries, scheduled communications, customer histories, and outstanding balances. She logs in and instantly sees which accounts need attention.

EAP didn’t just reduce overdue balances. The company changed how receivables are managed across the business. Reactive, manual work became proactive, consistent, and scalable, and the numbers followed: a 22% reduction in overdue invoices, a 46% drop in median days late, and a 77% decrease in 91+ day aging.

That had a real financial effect. With fewer invoices dragging past 90 days, commission cycles improved, sales reps got paid faster, and cash flow stabilized. Invoices no longer go unnoticed or fall off the radar, because EAP’s name lands in front of customers on a steady rhythm.

The bigger shift is how Lucy spends her time. With the routine chasing, statements, and note taking running in the background, she can step in strategically where judgment is needed instead of managing hundreds of moving pieces by hand. Less time goes to the mechanics of collections, and more goes to resolving issues and keeping cash moving.