Simplicity Collects 90% of Invoices Within 30 Days Overdue with Kolleno

Simplicity Group, based in Belfast, provides fully managed communications and technology solutions to businesses across the UK and Ireland, spanning telecommunications, vehicle CCTV, and telematics.

As the company expanded, its finance team was still tracking invoices by hand in spreadsheets, a process that hadn’t scaled with the rest of the business.

Every overdue invoice meant another email, another follow-up, another spreadsheet update, with no automation anywhere in the process. As the company grew, the workload grew with it, pulling the finance team away from actual financial planning. Worse, there was no structure for deciding when to escalate an account: some customers slipped through unnoticed while others got chased by multiple people at once, since nobody could see who had already followed up.

Without a centralized dashboard, knowing who had paid and who hadn’t meant manually cross-checking invoices against bank transactions, often with data that was already out of date. That made cash flow forecasting unreliable, and a process that worked fine at a smaller size simply couldn’t keep up as the customer base grew.

Simplicity Group needed a platform built for scale, not just another invoicing tool. “Kolleno stood out with how customisable their workflows were, enabling us to intelligently manage debt collection at both the customer and service levels,” says Oli Quantrill, Financial Director. The Xero connection now syncs invoices, payments, and customer records automatically, giving the finance team real-time visibility and analytics without any manual data entry.

Kolleno’s AI analyzes each customer’s payment behavior to build a personalized follow-up schedule, sending reminders at the right time instead of on a fixed schedule, and an AI agent prioritizes the day’s collection tasks automatically so routine reminders and confirmations go out without anyone touching them. Disputes now come through a single customer portal instead of scattered channels, categorized automatically by reason so recurring issues are easy to spot and fix at the source rather than resolved one at a time.

All of it comes together in one place: overdue invoices, follow-ups, and customer queries sit in structured, prioritized task lists instead of spreadsheets and email threads, with notes and escalations logged automatically so nothing depends on one person’s memory. “Kolleno has completely changed how we manage accounts receivable,” Quantrill says.

Median days outstanding are down 28%. The team is saving 10 hours a week through automation, and 90% of invoices are now collected within 30 days of going overdue.

Collections used to mean hours spent tracking invoices and following up by hand. Now automated workflows handle routine reminders, the Xero sync keeps financial data current without manual input, and the team spends its time on strategic work instead of repetitive admin.