How Zartis Achieved a 90% On-Time Payment Rate with Kolleno

About Zartis 

Zartis is no stranger to complexity. As a Deloitte Fast 50-recognized digital solutions company, they help businesses worldwide navigate technical challenges, from product development to team augmentation. 

But behind the scenes, their own finance team was battling a growing obstacle: overdue invoices and time-draining accounts receivable workflows.

Manual processes were piling up. Cash flow visibility was slipping. And customer communications? Fragmented at best. Zartis needed a smarter, faster way to manage receivables, so they brought in Kolleno to modernize their entire accounts receivable operation.

The Challenges

As Zartis expanded its global footprint, its accounts receivable processes struggled to keep pace. What once felt manageable quickly morphed into a time-consuming, resource-heavy operation that impacted cash flow and distracted the team from more strategic initiatives.

1. Overwhelming Invoice Volume

Zartis serves a wide variety of industries, each with its own billing cycle, terms, and nuances. As the number of active client accounts climbed, the volume of invoices ballooned. Without automation in place, this increase translated into long hours spent chasing payments, manually reconciling accounts, and updating internal spreadsheets.

“We were growing fast, but our AR process wasn’t keeping up,” said Laura Sanchez, COO at Zartis. “We were constantly firefighting instead of operating strategically.”

2. Fragmented Systems

The finance team was operating without a centralized platform. Disconnected tools and data silos meant jumping between systems to find key information—client communications in one tool, payment updates in another, reporting in yet another. 

This fragmentation led to missed follow-ups, delayed decision-making, and inconsistent customer experiences.

3. Time-Consuming Manual Processes

Manual entry and reconciliation were eating into the team’s bandwidth. Payment statuses had to be verified by hand. Emails were composed one by one. Reports were pieced together from multiple sources. Valuable hours were being spent on low-impact tasks—time that could have been directed toward higher-value financial strategy and forecasting.

“We were spending way too much time doing things manually,” Sanchez added. “It was clear we needed automation that could scale with us.”

4. Ineffective Account Prioritization

Without real-time visibility into aging balances or overdue accounts, the finance team had no easy way to triage collections. All accounts were treated with the same urgency, which meant high-risk invoices didn’t always get the attention they needed. This created bottlenecks in collections and left potential revenue on the table.

5. Compromised Customer Relationships

Fragmented communication channels meant the team couldn’t track past interactions or ensure timely follow-ups. When clients had questions, there wasn’t always a clear view of their account history, leading to delays and confusion. 

The Solution

Why Kolleno AR Management?

Zartis didn’t just need a collections tool—they needed a system-wide upgrade to how they managed their accounts receivable. The team set out to find a platform that could automate routine tasks, centralize fragmented data, and provide real-time insights to power smarter financial decisions.

They were looking for four essential features:

• A seamless integration with their Microsoft Business Central ERP
• A customer payments portal to simplify the payment experience
• A real-time dashboard for complete AR visibility
• Advanced analytics and automated reporting to make data actionable
  

Kolleno delivered on all fronts.

Unlike other platforms that tackled only one piece of the puzzle, Kolleno offered an end-to-end AR management solution. From automated dunning to predictive analytics, it became the single source of truth Zartis needed to bring order, clarity, and efficiency to their receivables process.

“We didn’t need another tool to manage—we needed one to manage our collections for us. Kolleno automated the heavy lifting, synced with our ERP, and gave our team their time back”, explained Laura Sanchez.

With Kolleno fully implemented, Zartis began to see dramatic improvements across their accounts receivable operations. Automation replaced manual tasks. Real-time data replaced reactive guesswork. And most importantly, their finance team regained the time and clarity needed to focus on what really mattered: driving strategic growth.

Seamless Integration with Microsoft Business Central

One of the biggest wins came from Kolleno’s smooth integration with Microsoft Business Central. Before Kolleno, keeping financial data consistent across systems was a manual grind. Any changes made in one platform needed to be replicated in another, which opened the door to delays, errors, and misaligned reporting. But once Kolleno was connected to Business Central, that friction disappeared almost overnight.

The integration enabled real-time, bi-directional data flow, ensuring that customer records, invoice statuses, and payment updates were automatically reflected across both platforms. If a payment was made through the Kolleno portal, it was instantly visible in Business Central. If a new invoice was created in Business Central, Kolleno picked it up without delay.

“Kolleno gave us real-time clarity without the data wrangling,” said Laura Sanchez, COO at Zartis. “The integration with Business Central meant we could finally trust the numbers we were seeing, without second-guessing them.”

For the finance team, this meant no more reconciling conflicting records or chasing down missing updates. It also created a level of transparency and alignment that improved collaboration between finance and operations. Everyone worked off the same data, always up to date, always accurate.

On a broader level, this integration didn’t just improve workflows. It helped unlock strategic capabilities like automated reporting, predictive analytics, and more effective collections—because the foundation was finally strong.

With their systems finally speaking the same language, Zartis could move faster, smarter, and with full confidence in their financial data.

A Frictionless Customer Payments Portal

Zartis didn’t just want to streamline collections internally—they wanted to create a better experience for their clients, too. Kolleno’s fully branded customer payments portal delivered exactly that.

Previously, the payments process involved multiple steps, disconnected emails, and back-and-forth confirmations. It was clunky for clients and labor-intensive for the finance team. With Kolleno, Zartis was able to offer clients a clean, intuitive interface where they could view outstanding balances, download invoices, and pay immediately through a secure, online portal.

The difference was night and day.

The portal supported multiple payment methods and currencies, making it easy for Zartis’ international clients to pay on time—no more missed deadlines due to payment friction. Clients could also access their full payment history and current balances without needing to contact the finance team, which reduced inbound queries and sped up dispute resolution times.

“Kolleno gave our clients the convenience they expect from a modern company,” said Laura Sanchez. “It also took a huge load off our internal team—we no longer had to chase down receipts or re-send invoice links.”

What used to be a high-friction, manual process became a seamless, self-serve experience. As clients paid faster and with less resistance, Zartis saw an immediate impact on their collections cycle and cash flow predictability.

A Real-Time Centralized Dashboard

For Zartis, gaining visibility into their accounts receivable was just as important as automating it. Before Kolleno, building an accurate view of outstanding payments meant pulling data from multiple sources and trying to reconcile it manually. It was reactive, time-consuming, and often outdated by the time reports were compiled.

Kolleno changed that by introducing a centralized, real-time dashboard that provided a live overview of their entire collections landscape. At a glance, the Zartis finance team could monitor open invoices, track overdue accounts, and drill down into customer-level payment activity, all from one intuitive interface. 

The dashboard became more than a reporting tool—it became a command center. With custom filters and dynamic views, the team could quickly sort portfolios by risk level, aging buckets, or customer segments. Kolleno’s in-built task manager also helped the team operate efficiently, understanding who needed to do what, and when—whether that’s outreach, tracking payment promises, or flagging accounts requiring escalation.

“The dashboard gave us control. For the first time, we had everything in one place—live, accurate, and actionable,” said a member of the Zartis finance team.

This real-time visibility didn’t just benefit finance. Executives and department leads gained access to relevant insights that supported better forecasting and decision-making across the organization. With customizable widgets and scheduled summaries, key stakeholders stayed informed without needing to request manual updates.

By consolidating what used to be fragmented and delayed into a single, live dashboard, Kolleno gave Zartis the clarity they needed to stay proactive, and a step ahead.

Advanced Analytics & Automated Reporting

Beyond automation and visibility, Zartis wanted intelligence. They needed actionable insights that could inform collections strategy, identify bottlenecks, and forecast payment trends with confidence. Kolleno’s advanced analytics and automated reporting delivered on all fronts.

The platform offered Zartis a full analytics suite, tracking everything from DSO (days sales outstanding) and collection rates to customer payment behavior and invoice aging. These weren’t static reports, either. They were live, filterable, and interactive. With just a few clicks, the team could analyze performance across segments, compare month-on-month trends, or zoom in on accounts with persistent delays.

Most importantly, these insights weren’t buried in spreadsheets or siloed in finance. Reports could be scheduled and automatically sent to leadership, customer success teams, or external stakeholders, ensuring everyone had access to the right data at the right time.

“We no longer had to pull data manually or wait for end-of-month reporting. With Kolleno, we had the full picture—updated in real time and delivered straight to our inbox,” explained Laura Sanchez.

The platform also offered predictive analytics, helping Zartis anticipate late payments and adjust outreach strategies before issues escalated. These forecasts became especially useful in high-volume periods, giving the team a clear view of where to focus their efforts.

Ultimately, Kolleno didn’t just help Zartis react faster—it helped them plan smarter. With reliable data at their fingertips, the finance team transitioned from tactical execution to strategic decision-making.

The Onboarding Experience

From the very first touchpoint, Kolleno’s implementation team worked closely with Zartis to configure the platform around their workflows, data structure, and Microsoft Business Central setup. The result? A solution that felt like it was built just for them.

Invoice data, customer records, and historical transactions were synced quickly and accurately. The finance team didn’t have to chase down spreadsheets or clean up messy imports. Everything just worked.

Training was fast and intuitive. Thanks to Kolleno’s clean interface and purpose-built features, Zartis’ finance team was fully up and running within a matter of days.

“We were bracing for a complicated rollout, but Kolleno made it effortless,” said Laura Sanchez. “Their team took the time to understand our business and got us live without disrupting a single invoice cycle.”

With the integration live and the team onboarded, Zartis immediately began seeing results—from faster collections to real-time visibility across accounts. What started as a software implementation quickly became a foundational shift in how the company approached accounts receivable.

The Impact

Kolleno didn’t just help Zartis collect faster—it transformed how they operated. What began as an effort to streamline payments quickly evolved into a full-scale shift in how the finance team functioned, communicated, and delivered value across the business.

Within the first few months of implementation, the results spoke for themselves:

• 38% reduction in median days late
  
• 12 hours saved per week on manual tasks
• 90% of payments collected on time

These wins unlocked more than operational efficiency—they redefined how the finance function contributed to growth.

With less time spent chasing payments and more clarity around AR performance, the team could focus on strategic initiatives, long-term forecasting, and client engagement. The centralized dashboard became a daily operating system. The payments portal improved the customer experience. And the seamless Business Central integration ensured complete accuracy at every step.

Departments across the company—sales, customer success, operations—began to rely on Kolleno’s real-time insights to guide their decisions. And leadership gained a level of confidence in the numbers that simply didn’t exist before.

Kolleno helped Zartis go from reactive to proactive, from fragmented to fully aligned. The transformation wasn’t just visible in the metrics. It was felt across the culture of the business.

“What surprised us most was how quickly the benefits rippled through the team. We reclaimed time, improved visibility, and finally had a system we could trust.”

– Laura Sanchez, COO, Zartis

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