Kolleno Payments
How Environmental Air Products Cut 91+ Day Overdue Invoices by 77% with Kolleno
22%
46%
77%
About EAP
Environmental Air Products (EAP) is a trusted manufacturer’s representative based in Cincinnati, Ohio, serving the HVAC industry for decades. Known for their deep technical knowledge and strong customer relationships, the company has built a solid reputation across the region.
But as EAP grew, so did the volume and complexity of its accounts receivable. Invoices multiplied as its customer base increased. And with just one person managing all collections, the process started to unravel.
Manual processes led to a constant game of catch-up, and aging balances began to stack up.
That’s when EAP turned to Kolleno and transformed how they communicate, collect, and get paid.
The Challenges
As Environmental Air Products continued to grow, 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.
1. One Person, Too Many Accounts
Lucy Cox, EAP’s credit manager, handled all receivables alone. From emailing customers to chasing payments and sending monthly statements, she did it all manually, every single time.
“It was hard for me to keep on top of contacting all our customers,” Lucy said. “I was doing everything manually, which meant there was no way for me to scale our collections operations”.
As order volumes increased, so did the pressure. There simply weren’t enough hours in the day to keep up with every follow-up and every statement. Important tasks were at risk of falling through the cracks.
2. Manual Proceses
EAP had no automated system for sending letters or statements. Every document had to be generated, formatted, and sent by hand. If customers missed an invoice or failed to respond, there was no structured follow-up. Just one person trying to manage hundreds of moving pieces.
The delay wasn’t just in communication—it was in cash flow. Without consistent reminders or visibility into what had been sent and when, invoices aged longer, and collections slowed down.
3. Chasing Payments Without Damaging Relationships
Unlike many B2B companies, EAP doesn’t pursue late payments aggressively. Their approach is softer and more relationship-driven. That meant timing and consistency were everything.
“We start contacting customers at seven days past due,” Lucy explained. “If they didn’t get the invoice or didn’t know it was late, we needed a system that let them know—fast.”
However, relying on manual outreach meant customers often weren’t aware until balances had already aged significantly. Something had to change.
4. Systems That Didn’t Talk to Each Other
EAP uses a proprietary order management tool that pushes invoices into Microsoft Dynamics GP, but syncing that data into collections workflows was another story.
What Lucy needed was a way to bring everything into one system—accurately, automatically, and without doubling her workload. She needed a tool that could match the company’s pace, centralize their processes, and amplify her efforts.
The Solution
Why Kolleno AR Management?
Environmental Air Products was looking for a platform that could simplify their collections, improve customer communication, and take manual tasks off Lucy’s plate, without disrupting their existing systems.
After evaluating several options, Kolleno stood out for three key capabilities:
- Automated communication workflows to ensure timely, structured outreach.
- Automated monthly statements that eliminated manual processing.
- A centralized collections dashboard that gave Lucy full visibility, all in one place.
With these features, Kolleno offered the kind of automation and oversight that would amplify Lucy’s work, not replace it. It was the perfect fit for a small team looking to scale its impact without scaling headcount.
Kolleno didn’t just lighten the load—it reshaped how EAP managed their entire collections process.
What had been a reactive, manual system quickly became proactive, consistent, and scalable. With automation running in the background and a real-time view of outstanding accounts, Lucy could finally focus on strategic follow-ups instead of chasing routine tasks.
Automated Communication That Keeps the Cash Flowing
Before Kolleno, Lucy had to manage every customer follow-up by hand. With hundreds of open accounts and varying invoice cycles, staying consistent was nearly impossible. Some customers slipped through the cracks. Others received reminders too late to make a difference.
Kolleno changed that overnight.
With automated communication workflows, EAP now reaches every customer at the right moment, without anyone lifting a finger. As soon as an invoice passes seven days overdue, the system triggers a tailored message. This ensures there’s no delay in outreach and no ambiguity for the customer.
“We’re not aggressive with collections,” Lucy explained. “But we still need to be consistent. Now they’re getting those reminders automatically—and if they didn’t get the invoice, they let us know.”
This steady communication rhythm has been key to improving cash flow. Whether customers are paying through portals, AP systems, or by check, Kolleno ensures they stay informed and engaged.
These workflows also put EAP’s name in front of customers regularly. Invoices no longer go unnoticed, get buried, or fall off the radar. “It just gets our invoices in there and followed up on more consistently than I ever could,” Lucy said.
With Kolleno handling the communication, Lucy can step in strategically when needed—rather than spending her days chasing the basics.
Effortless Monthly Statements
For Lucy, one of the most time-consuming tasks each month was generating and sending customer statements. It wasn’t just tedious—it was prone to delays, especially during busy periods. If something slipped, customers might not receive their statement on time (or at all).
That all changed with Kolleno.
Now, monthly statements are scheduled and sent automatically. Every customer receives their statement on time, every time, without Lucy needing to format PDFs, manage templates, or double-check email lists.
“The automated statements every month are fantastic,” Lucy said. “I don’t have to do it manually anymore.”
This small shift had a big impact. It freed up hours each month and ensured a consistent rhythm of communication with customers. And if a customer missed an invoice, the monthly statement gave them a clear prompt to follow up—before the account aged further.
Automated reporting has also brought internal visibility. Instead of pulling data manually from Dynamics GP, Lucy can rely on Kolleno for insights into payment status, overdue balances, and aging trends—without building reports from scratch.
With Kolleno taking over the statement process, Lucy has more time to focus on what really matters: resolving issues, prioritizing follow-ups, and keeping cash moving.
A Centralized Collections Dashboard
Before Kolleno, Lucy had to rely on a patchwork of systems to understand what was happening with receivables. Reports came from Microsoft Dynamics GP, notes lived in emails, and there was no single view to track overdue invoices or customer activity.
With Kolleno, all of that changed.
Now, Lucy manages everything from a single centralized collections dashboard. The dashboard brings together the full AR picture—live aging summaries, scheduled communications, customer histories, and outstanding balances—all in one intuitive interface.
Instead of digging through folders or toggling between systems, Lucy logs into Kolleno and instantly sees which accounts need attention. She can drill into any customer to view invoice history, previous emails, or notes. This gives her the context to act quickly and confidently.
“Having that visibility really helps,” she noted. “It’s all right there—I don’t have to go looking for it.” With real-time data at her fingertips, she can track progress, spot trends, and focus on the accounts that matter most.
The Onboarding Experience
Getting started with Kolleno presented several challenges. EAP’s unique tech stack, which combined a proprietary order system with Microsoft Dynamics GP, required careful configuration to ensure everything flowed into Kolleno correctly.
“There were a few hurdles in terms of getting the right pathways in place from our side”, Lucy explained.Thankfully, Kolleno’s team provided crucial support throughout the onboarding process. They worked closely with EAP’s tech lead to align systems and ensure accurate data transfer. From invoice syncing to workflow setup, the support team remained responsive, solution-oriented, and hands-on throughout.
“Everybody we dealt with was wonderful,” Lucy said. “They got it all worked out for us.”
Once the integration was live, EAP didn’t need weeks of training. The system was intuitive right from the start. Automation didn’t take long to show results—statements began sending themselves, follow-ups triggered without delay, and Lucy finally had clear, real-time visibility into outstanding balances.
The Impact
EAP didn’t just reduce overdue balances, they completely changed how receivables are managed across the business. What started as a search for automation became a complete overhaul of their collections approach.
Manual follow-ups were replaced with smart workflows. Statements that once took hours now go out automatically. And Lucy, once stretched thin, now runs collections with clarity, consistency, and confidence.
The numbers tell a powerful story:
- 22% reduction in overdue invoices
- 46% drop in median days late
- 77% decrease in 91+ day aging
These results had a massive financial impact. With fewer overdue invoices dragging past 90 days, commission cycles improved, sales reps got paid faster, and cash flow stabilized.
“Kolleno has helped our cash flow tremendously, especially with reducing 91+ day overdue accounts. We’re thrilled.”
Lucy Cox, Credit Manager, EAP
Ready to Transform Your Collections Process?
Whether you’re managing receivables solo or leading a full finance team, Kolleno can help you streamline operations, boost cash flow, and eliminate the manual work that holds you back.
Book a demo today to see how Kolleno can revolutionize your accounts receivable management.
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