Laundryheap Collects 94% of Payments On-Time with Kolleno

Founded in 2014 and based in London, Laundryheap is a leading on-demand laundry and dry-cleaning service. It operates across the UK, Europe, the US, and the Middle East, offering fast, door-to-door pickup and delivery. Its customers include busy professionals, families, and businesses looking for a hassle-free way to manage their laundry.
Over the past decade, Laundryheap has become a trusted name in major cities worldwide. But as the company expanded across markets, managing accounts receivable grew more complex. The finance team was slowed by manual reconciliation, fragmented systems, and inconsistent payment follow-ups, and the administrative workload kept climbing.

As Laundryheap grew, so did the volume of transactions. Managing payments across multiple countries, currencies, and payment methods became a daily struggle, and the approach the team relied on was no longer sustainable.

The first problem was reconciliation. Customer payments arrived from credit cards, bank transfers, PayPal, and other sources, but matching them to invoices was slow and error-prone. References were missing and amounts did not align, so the team had to verify and cross-check records by hand, losing valuable hours every week.

The second problem was that nothing sat in one place. Laundryheap used Xero for accounting, but there was no central system to track outstanding payments or automate follow-ups. Overdue invoices piled up and the finance team was left reacting instead of staying ahead. Reminders went out late, some customers received several, and others received none at all, which led to missed payments and unpredictable cash flow.

Kolleno gave Laundryheap a single, integrated place to run collections. Reconciliation, follow-ups, and payment tracking now sit together, with everything syncing to Xero in real time so the finance team always works from accurate, up-to-date records.

The reconciliation work that once took hours now happens on its own. Kolleno’s reconciliation engine matches payments to invoices even when references do not line up perfectly, and it handles partial payments, overpayments, and multi-invoice payments so every transaction lands in the right place.

Follow-ups changed in the same way. Because every account’s full history sits in one place, reminders go out consistently and on time, tailored to how each customer behaves. The team can set its own triggers for reminders, escalations, and pauses, so the process stays aligned with Laundryheap’s credit control policy while the system handles the routine work. Customers also get a dedicated payments portal with options including direct debit, credit cards, wire transfers, and ACH, making it easier to settle invoices in the way that suits them.

Once everything sat in one place, the results followed. Since going live with Kolleno, Laundryheap now collects 94% of payments before they are due, and 80% of outbound communication goes out automatically. Reconciliation that used to eat into every week now saves the team at least 6 hours.

The bigger change is how the team spends its time. With automated reconciliation, no one loses hours matching payments by hand, and AI-powered workflows keep reminders moving without manual effort. The Xero integration removed manual data entry and gave the team real-time visibility into payments, overdue invoices, and cash flow.

The impact reached customers too. A structured, automated approach means reminders feel timely and professional rather than intrusive, and the payments portal gives customers more flexibility in how they pay. The result is faster payments, fewer disputes, and stronger client trust, with the finance team freed to focus on strategic work that supports the company’s growth.