The Challenge
Datus, a growing B2B SaaS company, struggled with inconsistent cash flow due to late and unpaid invoices. Their small finance team couldn't effectively manage collections while handling other responsibilities. Manual follow-ups were inconsistent, often forgotten, and when sent, lacked the personalized touch needed to maintain good client relationships while getting bills paid.
The Solution
We implemented our AI-Powered Invoice Collection system, an intelligent automation that strengthened their cash flow while preserving client goodwill.
1. Invoice Status Automation
We integrated with their accounting system to automatically identify overdue invoices and categorize them by age (7, 14, 21, 28+ days) for appropriate follow-up actions.
2. Intelligent Follow-Up Sequences
The system generated personalized follow-up emails with increasingly urgent language based on payment history, relationship value, and overdue period. Each message appeared freshly written rather than templated.
3. Multi-Channel Escalation
For significantly overdue accounts, the system coordinated outreach across email, phone (via transcribed voicemail), and client portal notifications to ensure visibility.
4. Payment Friction Reduction
Each communication included one-click payment options and addressed common payment barriers, reducing the effort required to resolve invoices.
The Results
The impact on Datus' business was substantial and immediate:
- Recovered Revenue: $16K in previously outstanding invoices within 90 days
- Average Collection Time: Reduced from 47 days to 19 days (60% improvement)
- Finance Team Time: 85% reduction in time spent on collections
- Cash Flow Predictability: Significantly improved, allowing better business planning
The Key Insight
The system succeeded by applying psychological principles to collection efforts. Communications were precisely timed, personalized to the relationship, and strategically escalated. This approach maintained positive client relationships while dramatically improving payment rates - a balance the manual process couldn't achieve.By removing payment friction and providing clear next steps, the system eliminated many common reasons for payment delays while the multi-channel approach ensured visibility even when primary contacts were unavailable.
Technologies Used
- Make.com (automation platform)
- QuickBooks (accounting integration)
- OpenAI (message generation)
- Twilio (SMS notifications)
- Stripe (payment processing)
- Google Sheets (reporting dashboard)
- Slack (team notifications)