How Dealer-FX Saved 10 Hours Per Week with Kolleno

Dealer-FX has spent almost two decades helping dealerships run more smoothly, powering digital service lanes and workflow automation for dealerships across North America since it was founded in Toronto in 2007.

The irony was that while its own technology modernized other people’s service centers, its accounts receivable process hadn’t caught up.

Dealer-FX ran its finances on NetSuite, but its accounts receivable tool never talked to it. Every invoice and payment had to be entered by hand on both sides, which meant delays, mismatched records, and reconciliation that ate hours every week once payments started arriving from credit cards, bank transfers, and digital wallets all at once. “Before Kolleno, we had no integration into our financial systems. This caused issues with invoices and payments,” says the Head of Finance.

Collections were just as manual. Reminders went out from spreadsheets, late or missed as often as not, and customers had no way to see what they owed beyond the invoice itself. Multiple team members sometimes chased the same account without knowing it, while others went untouched. None of this was for lack of trying. It was a finance team working without the visibility or automation the rest of the business already had.

Kolleno’s NetSuite certified integration synced invoices, payments, and customer records in real time, so a payment made anywhere showed up in both systems instantly, no manual updates required. Reconciliation, which used to mean hours of manually matching payments to invoices across credit cards, bank transfers, and digital wallets, is now handled by Kolleno’s AI-powered matching engine, which identifies and allocates payments even when references don’t line up perfectly. “We used to spend hours reconciling payments manually. Now, everything is automated, which saves us about 10 hours per week,” says the Head of Finance.

Collections moved from reactive to automatic. AI-driven workflows now handle 80% of outbound payment reminders on their own, sent by email, SMS, or through the customer payment portal at the right time, with smart escalation adjusting follow-ups based on each customer’s payment history so urgent cases get flagged for a person instead of getting lost in the queue. “Our clients receive clear, structured payment reminders, while the finance team no longer wastes time chasing payments manually,” explains the Head of Finance.

Every outstanding invoice, customer interaction, and follow-up now lives in one dashboard instead of scattered spreadsheets. Kolleno automatically prioritizes overdue accounts and assigns tasks based on invoice amount, due date, and payment history, so high-risk accounts get attention first and nobody duplicates another teammate’s work. “Kolleno has completely changed how we track overdue invoices. Everything is centralized, nothing gets missed, and our team is working far more efficiently,” says the Head of Finance.

Collections within 30 days of going overdue have doubled. The team is saving 10 hours a week on reconciliation alone, and 97% of invoices are now collected on time.

Chasing invoices, reconciling payments by hand, and tracking balances across spreadsheets used to consume hours every week. Now automation handles the routine work, NetSuite and Kolleno stay in sync without anyone cross-checking records, and the team spends its time on the accounts that actually need a judgment call instead of the mechanics of collecting.