Case · Distribution · Veterinary products distributor
The 30 big debtors got called. The 400 small ones added up to more, and nobody called them.
The system takes invoices from the ERP, reminds before the due date and follows up at 3, 10 and 20 days. It escalates to a person only what needs a conversation.
The context
the Litoral region · 20 people · 520 customers · 1,400 invoices a month · one person in administration made 30 calls a day, always to the same customers, from a spreadsheet built by hand from the ERP every Monday.
Integrated withERP · WhatsApp · email · bank statement.
The capabilityCollections
01
What we found
ARS 96 million was overdue more than 30 days. 68% of it was in invoices under $400,000, which never made the call sheet because the call wasn't worth it. Many of those customers weren't paying because nobody had sent them the invoice, not because they didn't want to.
02
What we built
The system takes invoices from the ERP. Three days before the due date it sends a WhatsApp reminder with the amount and payment details. If it isn't paid, it follows up at 3, 10 and 20 days, with the invoice attached. It escalates to a person in three cases only: more than ARS 1 million, two messages with no reply, or a broken payment promise. The person decides what to do with those.
How it works
Comes in
Goes out
Invoices from the ERP
The bank statement: what got paid
The system
Reminds, follows up, escalates
Reminds
Follows up
Escalates
To all 520 customers, not just the 30 big ones.
WhatsApp reminder with the invoice
The 40 cases a month that need a conversation
More than ARS 1 million, two messages with no reply, or a broken promise: a person looks at it.
03
What happened
Invoices overdue more than 30 days: from 27% to 12% of the total. Customers followed up: from 30 to 520. The collections person now handles 40 cases a month, the ones that need a conversation, instead of 30 calls a day.
