How Interbit Data Decreased Overdues by 44% with Kolleno

Founded in 1997, Interbit Data is a leader in healthcare communications software, providing secure messaging, data access, and continuity solutions for hospitals and care centers across North America. With a lean team of around 25 employees, the company serves over 600 hospitals, delivering mission-critical communication tools to a highly regulated industry.

As Interbit Data expanded, its manual accounts receivable process could not keep pace. What had once been manageable by hand quickly turned into overwhelming complexity, leaving the finance team weighed down by fragmented data, tedious manual tasks, and growing delays in collections.

Managing over 600 hospital accounts on annual billing cycles created a massive operational burden. Each cycle meant working through frequent staff changes at customer hospitals, tracking down new decision-makers, and navigating evolving approval processes. Without a centralized system, the team relied on fragmented email trails, manual read receipts, and scattered notes to track invoices, so follow-ups were frequently delayed, duplicated, or lost, and collections stayed reactive rather than proactive.

To fix a process that couldn’t scale, Interbit Data needed more than a basic collections tool. They needed to replace the manual work entirely. Kolleno delivered on every priority: a seamless Xero integration for real-time data synchronization, streamlined AR workflows, centralized communication histories for complete visibility, and an intelligent task manager to optimize collector workflows.

With the Xero integration, updates now flow instantly into Kolleno, keeping customer records, payment statuses, and key contacts fully aligned, with no manual syncing and no waiting for batch updates. Custom AR workflows, built around Interbit Data’s billing cycles and client behavior, automatically adjust the cadence and tone of communications based on invoice age, response status, and payment history, triggering reminders, escalations, and tasks without anyone having to track each case by hand.

Every interaction, including payment reminders, customer replies, call notes, and promises to pay, is now tracked in one centralized dashboard, while the intelligent task manager generates a prioritized, context-rich list of daily actions so the team always knows exactly who needs attention and what to do next. The result is a process that no longer breaks under volume as more accounts come on board.

Within just three weeks of going live, Interbit Data achieved major improvements across every key accounts receivable metric: a 44% decrease in 1 to 30 days overdue invoices, a 26% reduction in total overdue invoices, a 29% decrease in 91+ days overdue balances, and $140,000 collected in less than three weeks.

Beyond the numbers, Kolleno reshaped how the finance team operates. Collections went from a reactive, time-consuming chore to a proactive, streamlined engine driving real cash flow improvements. With real-time data, structured workflows, and intelligent task management, the team was freed to focus on strategic initiatives instead of endless administrative follow-ups. And with stronger customer communication, faster dispute resolution, and full visibility into every account, Interbit Data turned collections into a true competitive advantage.