How Qbtech Gained Full Control Over AR and Cut Overdue Invoices by 67% with Kolleno

As Qbtech scaled its footprint across multiple countries, its mission to simplify ADHD diagnostics gained momentum. However, so did the complexity of its financial operations. Different subsidiaries managed accounts receivable in different ways. Oversight became increasingly difficult, and inefficiencies crept in.

From delayed follow-ups to missed invoices, the lack of a centralized system started slowing down this fast-moving company. To support continued expansion, Qbtech’s finance team needed more than spreadsheets and inbox threads. 

They needed structure, visibility, and automation, so they turned to Kolleno.

The Challenge

As Qbtech expanded across markets, its finance operations struggled to keep up. Processes varied from one subsidiary to another. Communication was buried in emails. And critical AR tasks were stuck in people’s inboxes, with no clear visibility or handover. What should have been a growth enabler had become a source of friction.

“We had different processes for the different subsidiaries. Things were stuck in inboxes, and it was impossible to get an overview”, comments Andreas Nilsson, CFO.

1. Fragmented Operations Across Subsidiaries

Without a centralized system in place, each regional team developed its own approach to invoicing and collections. This led to inconsistent follow-ups, a lack of shared data, and ultimately, delays in payments. Managing accounts receivable across multiple geographies became a guessing game, with no clear ownership or process standardization.

2. No Clear Visibility or Accountability

The lack of a unified dashboard made it nearly impossible for the finance team to track AR performance. With communication siloed between individuals and teams, it was difficult to know what had been followed up on, what was still outstanding, or where the bottlenecks were.

The result? Rising overdue balances and a growing sense of uncertainty.

3. Manual Workload and Mounting Risk

Day-to-day tasks like chasing overdue invoices, compiling customer data, and resolving issues were all done manually. Not only was this time-consuming, but it also left room for error, and meant the finance team spent more time reacting than planning.

Qbtech needed a purpose-built platform to unify workflows, surface insights, and give the finance team back their time and confidence.

The Solution

Why Kolleno AR Management?

With fragmented processes across subsidiaries and no centralized view of customer accounts, Qbtech’s finance team was stuck chasing payments manually, responding to invoice requests ad hoc, and operating without true visibility.

The company needed a solution with:

• Automated AR workflows to reduce repetitive, manual chasing
  
• A centralized dashboard to track overdue balances across all subsidiaries
  
• A customer portal so clients could view and pay invoices without back-and-forth emails
  
• Seamless NetSuite integration to sync real-time data across systems

Kolleno delivered all of that in one intuitive platform, backed by responsive support and a user experience designed to simplify the day-to-day.

“Other tools felt basic, whereas Kolleno had the depth we were looking for. We immediately saw how smart it was, even with the smallest things. It was clear that the tool would bring joy to our days” explains Andreas Nilsson. 

Now, instead of managing AR across siloed systems and disconnected inboxes, Qbtech’s finance team has full visibility and control. Collections are consistent. Customers are empowered. Most importantly, the team can focus on growth.

With Kolleno fully implemented across its finance operations, Qbtech quickly began to see measurable improvements. What started as an effort to gain control over overdue invoices soon evolved into a wider transformation of how the company managed its receivables.

Tasks that used to take hours, like chasing payments, compiling open balances, or responding to invoice requests, are now handled automatically. Real-time visibility replaced fragmented inbox threads. 

Automated AR Workflows 

Before Kolleno, Qbtech’s finance team spent an outsized portion of their day chasing down unpaid invoices. Every follow-up had to be drafted by hand, and reminders were triggered manually. As the company grew across subsidiaries, this approach simply didn’t scale, and the volume of overdue payments kept building.

Kolleno’s automated AR workflows changed that immediately. The team began by using the platform to streamline their manual follow-ups, and gradually rolled out full automation, ensuring that reminders, escalations, and broken promise alerts were all handled in the background.

“It started as a supercharged manual tool, and now we’re moving into full automation. We’re seeing the benefits grow as we go”, explains Andreas Nilsson.

With automation now embedded into their receivables process, Qbtech has significantly reduced overdue invoices without increasing headcount. Email chasing happens on time, every time. Customer interactions remain consistent and professional, whether initiated by a team member or the system itself. 

The result? 150 hours saved over just three months, and a finance team that can finally focus on strategy instead of spreadsheets.

A Centralized Dashboard to Track Overdue Balances 

Before Kolleno, visibility was Qbtech’s biggest operational blind spot. With teams spread across multiple regions and each subsidiary managing accounts receivable in its own way, there was no reliable, centralized source of truth. Information was stuck in inboxes, updates weren’t always shared, and it was nearly impossible to see the overall state of collections.

Kolleno’s centralized dashboard brought that clarity. Now, Qbtech’s finance team can view the entire AR landscape across all business units and customer accounts from one place. Whether it’s tracking overdue balances, reviewing outstanding invoices, or checking which team member followed up last, everything is accessible in real time.

This shift didn’t just improve oversight—it accelerated decision-making. With all customer interactions, payment histories, and outstanding issues consolidated, the team can act faster and more strategically. There’s no need to chase information across systems or double-check statuses through email.

“With Kolleno, we finally have one place where we can see everything—what’s overdue, who followed up last, and what needs attention. It’s made our AR process far more transparent and manageable”, comments Andreas Nilsson. 

The dashboard has become the beating heart of Qbtech’s receivables operation: a live command center that replaces guesswork with actionable insight and brings structure to a once-fragmented process.

A Customer Portal to Streamline Communication and Empower Clients

In Qbtech’s previous workflow, responding to invoice queries often meant searching through email threads, downloading PDFs, and manually compiling open balances, especially for larger B2B customers requesting frequent updates. It was a time-consuming process that diverted attention away from higher-value finance tasks.

With Kolleno’s Customer Portal, that’s no longer necessary. Clients can now log in securely, view their full payment history, download outstanding invoices, and even settle balances directly, without needing to contact Qbtech’s finance team at all.

“It’s so simple to send customers their info now—or just let them log in and see it for themselves”, explains Andreas Nilsson.

This self-service access has significantly reduced the volume of inbound requests, freeing up the team’s time and improving the customer experience. For Qbtech’s B2B clients, who often have internal procurement teams managing multiple invoices, it’s an added layer of convenience and professionalism that reflects the company’s commitment to streamlined operations.

Now, Qbtech’s AR function is not only more efficient, but also more responsive and transparent to its customer base.

Seamless NetSuite Integration

For a finance team already operating within NetSuite, adding another system can be a risk, especially if integration is clunky or unreliable. Thankfully, Kolleno’s integration with NetSuite was smooth and intuitive. It was a key reason the rollout was such a success.

From the outset, Kolleno synced seamlessly with Qbtech’s existing NetSuite setup: importing customer data, invoices, and payment statuses directly into the platform. This gave the finance team instant access to accurate, up-to-date records in both systems. Most importantly, it eliminated the need for duplicate entry or reconciliation work.

“The integration with NetSuite was very smooth. The onboarding team helped us all the way”, comments Andreas Nilsson. 

Any small challenges that surfaced were related to internal NetSuite configuration, not Kolleno itself, and were quickly resolved with hands-on support from Kolleno’s implementation team. That collaborative approach meant the integration didn’t just “work”—it worked well and without delay.

With the systems fully connected, Qbtech now benefits from a real-time feedback loop between their AR activities and their core finance platform.

The Onboarding Experience

Kolleno’s onboarding process significantly exceeded expectations. From the initial setup to real-time NetSuite integration, Qbtech’s team was supported by dedicated specialists who ensured a fast and smooth implementation. “The onboarding team was really helpful—more than I expected”, adds Andreas Nilsson.

Any issues that arose were handled promptly, with most tied to internal configurations rather than the platform itself. Whenever questions came up, Kolleno’s team was available, responsive, and proactive. This created a strong foundation for success from day one.

According to Andreas Nilsson, “Customer support has been excellent, just as it was presented to me during the buying process. You’ve delivered all the way.”

With Kolleno fully integrated and the team fully supported, Qbtech was ready to scale with confidence.

The Impact

Kolleno transformed how QBtech’s finance team operates. What began as a push to regain visibility evolved into a complete shift in control, efficiency, and customer experience.

With automation, centralized oversight, and seamless NetSuite integration, Qbtech eliminated the chaos of fragmented workflows and replaced it with a system that scales confidently with their global ambitions.

In just three months, the results speak for themselves:

• 67% reduction in overdue invoices
  

• 31% decrease in median days overdue
  

• 150+ hours saved through automation

What was once a mounting problem across subsidiaries is now a process running smoothly in the background, freeing the team to focus on more strategic finance work.

“We’ve gone from having no control to full control. Kolleno has been a joy to work with every step of the way.”

 Andreas Nilsson, CFO, Qbtech

Ready to take control of your receivables?

Book a demo today to discover how Kolleno can transform your AR management. 

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