Computer Software
E‑commerce growth platform
How Playroll Automated 90% of AR Communications
34%
Reduction in Overdue Balance
Achieved in just the first 3 months, as automated reminders kept invoices moving.
8
Hours Saved Every Week
Automation took over the manual chasing, reminders, and spreadsheet updates.
90%
Outbound Communication Automated
90% of outbound AR communication now goes out automatically every month.
"Kolleno was by far the best tool we came across. It offered everything we were looking for, as well as a range of invaluable features we didn't even know we needed."
00 / About the company
Hiring globally is complex, and paying global teams efficiently is even more so. That is where Playroll comes in. Founded in 2021 and headquartered in London, Playroll is an all in one workforce management platform that helps businesses of all sizes hire, pay, and retain talent in 180+ countries, compliantly.
Playroll’s mission is to own the complexities of a global workforce from one single platform, removing the barriers for employees and employers alike to unlock a world of opportunities. Its vision is to accelerate a borderless economy that enables people to thrive, guided by values such as being better than yesterday, focusing on impact over input, and an obsession for excellence built on accuracy, expertise, and the highest standards of service.
01 / The Problem
Growing fast, collecting by hand
As Playroll’s global reach grew, so did its accounts receivable challenges. Managing invoices, overdue payments, and reminders had become a time consuming, manual process. The finance team spent hours every week chasing outstanding balances, emailing clients, sending reminders, and updating spreadsheets. Every follow up had to be written, scheduled, and sent by hand.
The deeper issue was visibility. With no centralized system, payment statuses had to be tracked across multiple systems. Overdue invoices were not prioritized effectively, so some were ignored while others were pursued repeatedly. Payments slipped through the cracks, and reconciliation became a never ending task.
The cost showed up in cash flow delays, administrative bottlenecks, and strained client relationships. As transaction volumes grew, the team spent more time chasing payments than driving financial strategy. The old process was not built for this scale
02 / The Solution
Every invoice in one place, every reminder on time
Kolleno gave Playroll’s finance team a whole new way of working. With a two way integration with Xero, invoices, payments, and customer records now sync automatically. Every payment received is instantly reflected in both systems, so the team always works with up to date data and no longer cross checks spreadsheets or reconciles transactions by hand.
That data now lives on a single AR dashboard. Every invoice, payment, and dispute is tracked in one place, and overdue payments are flagged automatically so the team knows exactly which invoices need action. Beyond tracking, the team can analyze collection trends, filter high risk accounts, and forecast cash flow with confidence.
On top of this sits Kolleno’s Task Manager, which organizes and prioritizes every collection task. High risk accounts get immediate attention, while lower priority cases follow a structured escalation process. Team members log notes and track interactions together, so no two people chase the same customer unnecessarily.
"Kolleno has reimagined our entire collections operations. We spend so much less time managing accounts receivables, or even worrying about it, than we used to. It's like night and day."
03 / The Impact
Lower overdues, fewer hours lost, better client relationships
The results came quickly. Playroll reduced its total overdue balance by 34% in the first 3 months, while 90% of outbound AR communication is now automated every month. The manual tracking, endless reminder emails, and one by one chasing of overdue invoices are gone.
That automation gives time back to the team. With 8 hours saved every week, the finance team can focus on higher value initiatives that drive growth. What was once a stressful, reactive process is now structured and proactive, and overdue invoices are managed before they become a problem.
It also changed how clients experience collections. Before Kolleno, payment reminders were often delayed, inconsistent, or overly aggressive, creating unnecessary tension. Now reminders go out at the right time with the right tone, keeping the process smooth, professional, and customer friendly
04 / Implementation and Experience
"We braced ourselves for a long and complex implementation process, but the experience was relatively seamless. The Kolleno team was helpful and always on hand, while the interface itself was incredibly intuitive."
The AI advantage
Kolleno’s AI powered workflows replaced the manual chase. The system analyzes customer payment behavior and sends personalized, strategically timed reminders based on past interactions, so the right message reaches each customer at the right moment.
These workflows were designed around Playroll’s specific invoicing cycles and customer interactions, which means reminders, escalations, and account prioritization all run automatically. Instead of guessing when to follow up, the finance team lets the system do the heavy lifting and spends its time on strategy.
Built around Playroll, running from day one
Playroll expected a long and complex implementation. Instead, the Kolleno team worked closely with Playroll’s finance department from the start to tailor workflows, automate key processes, and ensure a smooth transition. Connecting Xero took just a few clicks, pulling in invoices, customer records, and payment histories and giving the team real time visibility from day one.
Because the platform is intuitive, the team required minimal training and could start automating collections immediately. Within weeks, Playroll had a fully automated AR system built for growth.
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