E‑commerce Growth Platform Boosted Cash Collections by 25% with Kolleno

About Our Client

Our client has built its reputation on helping Amazon sellers succeed, providing comprehensive software solutions that drive over $50 billion in sales for sellers, brands, agencies, and aggregators across the eCommerce landscape. Yet as the company expanded, they encountered a common growth challenge: their accounts receivable processes weren’t scaling effectively alongside their business. 

Collections became an afterthought, follow-ups were inconsistent, and cash flow suffered. For a company dedicated to empowering businesses with technology solutions, it was time to apply that same innovative thinking to their own financial operations. With inconsistent follow-ups and limited visibility into outstanding payments, our client needed to transform their financial operations. 

That’s when they turned to Kolleno’s accounts receivable platform

The Challenge

The company’s rapid growth brought significant complications to their financial operations. As they expanded their suite of software tools to reach new customers, their accounts receivable processes struggled to keep pace.

1. Manual Collections Process Draining Resources

Like many growing tech companies, our client found themselves caught in the trap of manual collections. Their Accounts Receivable Manager was overwhelmed with administrative tasks, taking away valuable time that could have been directed toward more strategic initiatives.

“Before Kolleno, we had no standardized collections process,” he explains. “We were using a basic ticketing system that wasn’t designed for accounts receivable management, which meant manually tracking everything in spreadsheets and following up with customers through individual emails.”

Not only was this approach inefficient, but it also left the team without visibility into payment statuses or the ability to prioritize accounts effectively.

2. Inconsistent Customer Communication

As its customer base increased, our client struggled to stay on top of collections communications.

“Our follow-ups were sporadic at best,” the Accounts Receivable Manager admitted. “We’d send reminders when we had time, but there was no automated cadence, no personalization, and definitely no way to scale our efforts as our customer base grew.”

This inconsistency led to longer payment cycles and affected cash flow predictability—a critical component for any growing business.

3. Limited Visibility Into Payment Status

The team had difficulty tracking which invoices were outstanding, which customers required additional follow-up, and which accounts were consistently late.

“We were flying blind when it came to our aging reports,” said Accounts Receivable Manager.  “Without real-time visibility into our accounts receivable, we couldn’t make informed decisions about collections prioritization or identify problematic payment patterns that needed addressing.”

4. Disconnected Systems Creating Friction

As the company expanded their technology stack to support growth, they encountered integration challenges between their accounting software and customer management systems. This disconnect created friction in the collections process and made reconciliation an overly time-consuming process.

“We were constantly switching between platforms and manually updating information across systems,” AR Manager explained. “Each invoice required multiple touchpoints across different tools, which increased the chance of errors and made scaling impossible.”

5. Scaling Pains Affecting Cash Flow

Perhaps most critically, the copmany’s collections challenges were beginning to impact their cash flow. The company, which helps entrepreneurs “transform opportunity into freedom,” found their own financial freedom constrained by unpredictable payment cycles and inefficient collections processes.

“As we scaled, the volume of invoices increased dramatically, but our collections resources didn’t,” noted Accounts Receivable Manager.  “We needed a solution that would grow with us, automate the tedious tasks, and give us the insights necessary to maintain healthy cash flow during our expansion phase.”

For a technology company built on empowering entrepreneurs through innovation, it was time to apply that same forward-thinking approach to their own accounts receivable management.

The Solution

Why Kolleno?

After evaluating several accounts receivable solutions, our client chose Kolleno for its comprehensive approach to collections automation and ability to scale alongside their growing business. The team was looking for a platform that could:

• Automate dunning workflows
• Integrate seamlessly with NetSuite
• Enable customized collections task management
• Provide real-time visibility into payment statuses and aging accounts
• Deliver actionable insights to optimize their collections strategy
• Scale efficiently as their customer base continued to expand

“Kolleno stood out because it addressed all our pain points in one platform,” said AR Manager. “It enabled us to adopt an integrated approach to accounts receivable management that aligned perfectly with our tech-forward company culture.”

Automated Dunning Workflows

Kolleno’s collections automation eliminated the manual follow-up processes that had been consuming valuable team resources. The system now automatically sends personalized payment reminders through multiple channels based on customizable triggers and schedules. 

“Automation has transformed our collections process. Reminders are sent at optimal times without manual intervention, following communication sequences we’ve designed for different customer segments. What’s impressive is that despite being automated, the communications maintain a personal touch that reflects our brand voice,” Accounts Receivable Manager observed.

This strategic automation has massively reduced the time spent on routine follow-ups. It has allowed the finance team to focus on exception handling and relationship management, rather than administrative tasks. The system’s ability to maintain consistent outreach regardless of internal workload has significantly improved payment predictability.

Seamless Integration with NetSuite

Our client uses a wide range of custom fields within their accounting system. Despite this, the integration between Kolleno and NetSuite was remarkably straightforward. Kolleno’s development team quickly addressed a few minor roadblocks that emerged during the setup process, ensuring a smooth transition that minimized disruption to our client’s ongoing operations.

“The integration has eliminated hours of manual data entry and reconciliation,” AR Manager noted. “Invoices flow into Kolleno automatically, payments are recorded in real-time, and everything stays synchronized without manual intervention.” 

This connectivity extends to Kolleno’s cash application functionality, which automatically matches incoming payments with outstanding invoices, dramatically reducing the time spent on reconciliation. 

For our client, this integration has not only improved operational efficiency but also enhanced data accuracy, eliminating the errors that previously occurred when information was manually transferred between systems.

Customized Collections Task Management

Our client has leveraged Kolleno’s collections task management capabilities to create a structured, prioritized workflow for their finance team. The system automatically assigns tasks based on account status, payment history, and customized rules that reflect the team’s collections priorities. 

“Task management has transformed how we organize our collections efforts,” Account Receivable Manager noted. “Instead of jumping between accounts randomly, we now have a clear, prioritized workflow that ensures we’re focusing on the accounts that need attention most.” 

The platform’s ability to automatically generate and assign tasks based on payment status has eliminated the manual tracking previously required, ensuring that no account falls through the cracks even as volume increases. 

For the finance team, this structured approach has not only improved efficiency but also reduced the stress associated with managing collections. Put simply, it has created a more sustainable workflow to support the team’s continued growth.

Real-time Visibility into Payment Statuses and Aging Accounts

Kolleno’s comprehensive dashboard and reporting tools have given our client unprecedented visibility into their accounts receivable performance. The platform provides real-time insights into aging buckets, payment statuses, and collection metrics that were previously impossible to track efficiently. 

“The visibility we now have is night and day compared to our previous process,” AR Manager explained. “I can instantly see which accounts need attention, track payment trends across customer segments, and identify potential issues before they impact our cash flow.” 

This enhanced visibility has allowed the team to proactively manage their collections process rather than always being one step behind. Now, the team can prioritize their efforts based on data rather than gut feeling. 

Actionable Insights to Optimize Collections Strategy

Kolleno’s analytics and reporting capabilities have transformed how the team approaches their collections strategy. The platform provides detailed insights into payment behaviors, effective communication channels, and collection performance metrics that inform continuous improvement. 

“The data we get from Kolleno has completely changed our approach to collections,” AR Manager explained. “We can see which communication sequences drive the fastest payments, identify trends in late payments across customer segments, and proactively address issues before they impact our cash flow.” 

Using Kolleno’s dispute management tools, they’ve also gained visibility into common payment obstacles, allowing them to refine their invoicing practices to prevent disputes before they occur. These insights have elevated collections from a purely operational function to a strategic component of the copmany’s financial management.

A Scalable Solution

As the company continues its rapid growth trajectory, Kolleno’s scalable architecture has proven invaluable. The platform effortlessly handles increasing transaction volumes without performance degradation or additional resource requirements. 

“We’ve more than doubled our customer base since implementing Kolleno, but our collections process has become more efficient, not less,” AR Manager shared. “The system scales with our growth, automatically incorporating new customers into our collections workflows without requiring additional staff or manual intervention.” 

This scalability aligns perfectly with the company’s business model, allowing their financial operations to expand alongside their customer base without creating new inefficiencies. The platform’s cloud-based architecture ensures that performance remains consistent, regardless of transaction volume.

A Seamless Onboarding Experience

The company’s transition to Kolleno was remarkably smooth, beginning with a thorough discovery session where Kolleno’s team mapped existing processes and established clear implementation objectives.

“I was slightly concerned about how complex the implementation would be, especially given our specific workflows and existing systems,” AR Manager shared. “But Kolleno’s onboarding team guided us through the entire process step by step, and we were up and running much faster than I expected.”

Kolleno’s team helped the client migrate existing data across to the Kolleno platform, integrate with its existing accounting software, and was on hand to answer any questions they had. Shortly, our client was fully operational on the platform and seeing the benefits.

“What impressed me most was how Kolleno’s team took the time to understand our business model and customer relationships,” noted AR Manager. “They didn’t just set up the software—they helped us design collections workflows that reflected our company values and our customers’ unique needs.”

The Impact

Implementing Kolleno’s accounts receivable platform has revolutionized financial management for our client 

“Kolleno hasn’t just streamlined our collections process—it’s fundamentally changed how we approach financial operations,” AR Manager reflected. “We’ve gone from reactive to proactive, from manual to automated, and from limited visibility to comprehensive insights. It’s had a profound impact on our business.”

The results speak for themselves:

• 159 hours saved per quarter
• 25% improvement in cash collections 
• 15 M collected through Kolleno since implementation

Perhaps most importantly, these efficiency gains have translated directly to our client’s bottom line. Improved cash flow and reduced operational costs have contributed to stronger financial performance, allowing the company to redirect resources toward growth initiatives rather than administrative functions.

The qualitative benefits have been equally significant. The finance team now operates with greater confidence and less stress, knowing that collections processes are running efficiently and nothing is falling through the cracks. 

Customer relationships have improved through more professional, consistent communications. And the executive team has gained unprecedented visibility into receivables performance, enhancing their ability to make informed financial decisions.

“Before Kolleno, collections were a constant source of anxiety—but I now have complete confidence in our collections process. I know exactly where we stand, which accounts need attention, and how our cash flow is trending.”

– Accounts Receivable Manager

Ready to Transform Your Collections Process?

Is your growing business facing challenges with manual collections processes, limited visibility, and unpredictable cash flow? Book a demo today to see how Kolleno can revolutionize your accounts receivable management and support your business growth.

Find the solution by use case:

• Collections & AR Management
• Cash Application Management
• Credit & Risk Management
• Disputes & Deductions Management
• Team & Task Management