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.

As Qbtech expanded into new markets, each subsidiary built its own way of handling invoicing and collections. Nobody owned the process end to end, so follow-ups were inconsistent and payments slipped through the gaps between regions. “We had different processes for the different subsidiaries. Things were stuck in inboxes, and it was impossible to get an overview,” says Andreas Nilsson, CFO.

With no shared dashboard, nobody could say for certain what had been followed up on, what was still outstanding, or where the real bottlenecks were. Chasing invoices, compiling customer data, and resolving issues all happened by hand, which left room for error and kept the finance team reacting instead of planning. Overdue balances kept climbing, and confidence kept dropping.

Kolleno stood out because it went deeper than the other tools Qbtech looked at. “Other tools felt basic, whereas Kolleno had the depth we were looking for,” says Nilsson. It also had to fit around NetSuite without creating a second system to maintain, and it did: customer data, invoices, and payment statuses now sync automatically between the two platforms, with no duplicate entry. “The integration with NetSuite was very smooth. The onboarding team helped us all the way,” Nilsson says.

Qbtech started by using Kolleno as what Nilsson calls “a supercharged manual tool,” then moved into full automation as the team got comfortable. “It started as a supercharged manual tool, and now we’re moving into full automation. We’re seeing the benefits grow as we go,” he says. Reminders, escalations, and broken promise alerts now go out consistently, whether triggered by a person or the system itself, without adding headcount to keep up with a growing number of subsidiaries.

Every subsidiary’s overdue balances, outstanding invoices, and follow-up history now live on one dashboard instead of scattered inboxes. “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,” Nilsson says. Customers got their own view too, through a self-service portal where they can check balances and pay directly instead of emailing the finance team for updates. “It’s so simple to send customers their info now, or just let them log in and see it for themselves,” Nilsson says.

In three months, overdue invoices fell 67%, median days overdue dropped 31%, and the team saved more than 150 hours through automation.

What was a mounting problem spread across subsidiaries is now a process that runs quietly in the background. The finance team spends its time on strategic work instead of chasing invoices subsidiary by subsidiary, and for the first time, everyone is working from the same picture of what’s owed and what’s been done about it.