How WonderBuilds Achieved a 35% Reduction in Overdue Payments

WonderBuilds is one of the UK’s fastest-growing suppliers of premium roofing, waterproofing, and insulation materials, based in London and built on a reputation for quality products at competitive prices.

As sales volume and operations scaled, the finance side of the business hadn’t kept pace, still relying on manual invoicing and inconsistent follow-ups.

Most of WonderBuilds’ collections process ran by hand: reminders written one at a time, payments reconciled manually, records updated in Xero after the fact. As invoice volume grew, so did the hours lost to repetitive admin, and there was no easy way to tell who had been chased, when, or how often. “It wasn’t sustainable. We were spending far too much time chasing overdue payments manually,” says Dina Vaisman, Co-Founder. Even high-value clients occasionally missed due dates, not out of bad intent, just because reminders were inconsistent enough to overlook.

With no real-time reporting, the finance team couldn’t spot which clients consistently paid late or where to escalate early, since the data that mattered was buried in spreadsheets or locked in disconnected systems. That lack of structure showed up with clients too: reminders went out late or not at all, and when clients did respond, finding the right invoice or verifying payment status added friction on both sides.

WonderBuilds needed a platform that would run collections on its own, not another tool to manage. “We didn’t need another tool to manage, we needed a solution that would manage our AR for us. Kolleno delivered exactly that,” says Vaisman. The moment an invoice is generated in Xero, it now syncs automatically with Kolleno, complete with client details, due dates, and balances, and once a payment comes in, Kolleno updates Xero right back. “Kolleno and Xero work beautifully together. It’s streamlined everything we do,” Vaisman says.

Reminders, follow-ups, thank-you notes, and escalation emails now go out automatically, timed and personalized based on invoice status and client behavior, so nobody has to remember who was contacted last. Each invoice also comes with a secure, branded payment link showing the balance, payment history, and due date, with open banking and card options built in so clients can pay in a few clicks instead of hunting for bank details.

Every balance, payment trend, and client response now lives on one dashboard instead of reports pulled together at month’s end, so the team works from live data instead of reacting after the fact. Managers finally have visibility into collection performance and team activity without piecing together fragmented reports, and knowing what’s been sent and what’s still pending means the team can get ahead of a problem instead of discovering it late.

In the first three months, overdue payments fell 35%, median days late dropped 48%, and client response rates tripled.

The finance team now spends its time on real decisions instead of repetitive admin, working from the same real-time data as the rest of the business. Clients get timely, professional communication and can pay through a self-serve portal instead of digging through email threads.