You’re on your way to more predictable cashflow
Let’s connect our software together to get started
Sheffield Group has stood the test of time, delivering an extensive range of cutting tools and accessories to large and small businesses for over 40 years. The Australian company is continually working on improving processes and technology, while retaining customer satisfaction as their top priority. Finding ways to do things better is ingrained in how they do business.
When Kimberley Allbut joined the company five years ago, her main task was following up the hundreds of customers with small-value invoices that became overdue each month. While regular customers would eventually pay, she often needed to phone them first with a polite reminder. “I would spend at least an hour each day on debt chasing,” says Kimberley. “I could see that if we could automate that process of contacting the smaller accounts that needed a reminder each month, then we could save the company a lot of time.”
“I would spend at least an hour each day on debt chasing.”
During her free trial period, Kimberley was keen to test out the personalisation features on the automated payment reminders. It was vital to Sheffield Group that they maintain the close personal touch they’ve built with their customers over the past four decades.
Being a goal-driven company, Kimberley also had some accounts receivables goals she was hoping to achieve with the aid of ezyCollect.
“We can contact a lot more customers than we ever could previously.”
“Achieving fewer debtor days has improved our cash flow a lot.”
“We learned that a lot of our customers actually rely on us to remind them; now we help them by being the reminder system they need.”
“Any business with a high volume of invoices and accounts can benefit from a program like this,” says Kimberley.
Use the ‘Exclude Customers’ feature to remove good payers from the automated reminder schedule. While they may be late to pay sometimes, they generally won’t need to receive invoice reminders.
ezyCollect is an integral tool in Sheffield Group’s management of accounts receivables. “It’s hard to think about doing business without the automation now, ” says Kimberley.
To see how ezyCollect can reverse your late payments problem, book a 1:1 consultation today.
Knight BPO manages the books and processes of a variety of organisations across a number of industries. Though diverse, a few of them share a common challenge: how to improve cash flow by reducing overdue debt. With some industries predictably slower to pay than others, Shaun needed a solution to bump his SME clients to the top of the ‘to-be-paid’ list.
> Automation: Not many SMEs are well-resourced with staff to manage debtors, explains Shaun.“They will only have a part-time, possibly one full-time bookkeeper.”
> Visibility: When dealing with bigger businesses or even not-for-profits, clients’ invoices were sometimes overlooked, lost in the system, or simply ignored.
>Systematic communication: In Shaun’s experience, an overdue invoice requires up to two reminders to get some sort of response.
> Tracking and reporting: Knight BPO needed accurate information and tracking of debtors in order to report payment progress back to their clients.
> Customisation: Knight BPO’s clients want to decided on escalating actions (like referral to a debt collection agency) on a case-by-case basis.
> Scheduling of tasks: The Knight team needed clarity around debtor management tasks allocated to each of them.
Consistent system-generated communications have been key to getting clients’ invoices paid and cash flow improving. Even if an invoice has been ‘lost’ somewhere between being issued and being paid, the second and third follow-up reminders put the invoice back on the debtor’s radar.
Within three months, one Knight BPO client had slashed its overdue debts by as much as 75%.
Automation and systematic methodology has been key to leveling the playing field between Knight’s SMEs and their big business customers. And Knight BPO is not afraid to politely jostle its SME clients to the head of the creditor queue.
Shaun’s top tip for using ezyCollect:
The language of reminders is important so personalise the reminder templates to suit your business. Sometimes invoices get ‘lost’ so a gentle first reminder is often appreciated by the debtor.
Shaun’s tip for who can benefit from using ezyCollect:
A business with high volume, low value invoices will benefit; and businesses that need to send a few reminders before payment occurs.
To see how ezyCollect can benefit your bookkeeping clients why not see ezyCollect in action?
For the past 20 years, Rural Directions has been helping to grow a strong agricultural industry in South Australia—from providing farmers with advice on how to grow and sell their crops, and manage their small family-run businesses, to advising government organizations and large corporates on investment and capacity building in the sector. “We have our own farm as well…so we understand the challenges of farming,” says Sarah Heinjus, Business Support Team Leader.
Past due invoices were a challenge to manage. The company bills around 2000 farmers for consultancy services and subscriptions to their independent agribusiness resources. Despite 14-day credit terms, invoices were ageing up to 120 days, says Sarah: “We would let them linger because you never like to ask people for money even though you’ve provided the service.”
“You never like to ask people for money even though you’ve provided the service.”
Sarah started seeing results during her free trial. “Once I finished the trial I knew I would continue because it just saves so much time,” says Sarah.
“Once I finished the trial I knew I would continue because it just saves so much time.”
Sarah recommends ezyCollect for any business that offers credit terms and doesn’t have the time to manually follow-up when they become past due, particularly if they are small dollar-value. “It’s good for businesses that prefer a soft approach instead of having to make a reminder phone call. I hardly need to make a phone call anymore.”
Rural Directions has been backing farmers for over 20 years. Backing themselves means more time and resources are available to do what they do best. And that’s good for everybody.
Award-winning ERP business solutions provider, Axsys —they’re MYOB Exo Partner of the Year 2015 and 2014–has been implementing software solutions in leading organisations across Australia for over 20 years. Their Diamond Partner status from MYOB stamps them as the best of the best. So when Axsys needed a debtor management solution to slash overdue debts within its own business, ezyCollect’s automation software made the grade. Director, Karyn Bennett, explains:
“…chasing debtors takes a lot of time, phone calls and emails.”
> Maintaining the personal touch and client relationship: Axsys maintains close and regular contact with its clients so the software solution needed to back Axsys’ commitment to providing the best client care.
> Consistently reaching every overdue debtor: A large amount of invoices were not receiving consistent follow-ups due to time constraints.
> Customised reminders: Credit terms are not standard for all clients and some are on project-based payment plans so Axsys needed to customise reminders for each client, including pausing and excluding some clients from receiving reminders.
> Up-to-date data: Both Karyn and her office manager monitor ageing invoices, so they needed to be able to share accurate up-to-date data on accounts receivables.
Axsys simply needed its invoices to be paid, faster.
“The time I spend on debtor management now is next to nothing.” — Karyn Bennett
Axsys’ commitment to the highest standards of professional service hasn’t changed. It’s just the books that look different.
Karyn’s top tip for using ezyCollect:
Invest the time during setup to customise the reminder templates with your own wording and tone, so your communications sound like they come from a person in your business.
Karyn’s top tip for potential users: Any business with a significant client base (e.g. issuing over 100 invoices with credit terms each month) will benefit from using ezyCollect.
To see how ezyCollect can improve your cash flow while saving you time and expenses, Try the ezyCollect ROI calculator
For a guided demo on how ezyCollect can specifically help your debtor management challenges. Book a Demo here.
ALX Group has spent the last 20 years helping Australian businesses systemise and automate their financial processes. While the first step to streamlining processes often starts with moving the books to the right accounting software, it’s not the end of the line, says Amber Guirguis, founder of ALX Group. “Implementing a specific software is not the fix-all solution. Our expertise is in integrating the added tools that we know can help businesses save time, so they can do high-end value work.”
One of ALX Group’s larger clients, a leading member association in its industry, hosts a major trade event each year. It fills four halls with as many as 400 exhibition stands, some large stands selling for as much as $100,000. Their sales team is responsible for both selling the space and collecting payments from exhibitors.
Because the sales team’s priority is to sell the exhibition space, collecting payment can sometimes be overlooked. Deposits are due in September and final payments due before the event 11 months later, with some exhibitors on payment plans. When the accounts team from ALX Group came on board, they found an entirely manual process, with sales staff communicating ineffectively with debtors due to inaccurate information. “They were spending a lot of time chasing debts that had already been paid or letting some invoices age over 90 days,” explains Amber. With some invoices worth tens of thousands of dollars, the business’s cash cycle was suffering as a result.
“They were wasting a lot of time chasing debts that had already been paid, or letting some invoices age over 90 days.”
ALX Group looked for a solution to help its client simplify debtor management and save time:
ALX Group’s client has been using ezyCollect for one year. The tool has supported them through their last trade fair and the results speak for themselves:
“Our client is very happy with their accounts receivables now. They have more time to talk to their clients about the logistics of the event and offer valuable insights. There’s so much you can do with ezyCollect which we haven’t even utilised yet!” – Amber Guirguis, ALX Group.