How a Leading Cybersecurity Business Collected $50M with Kolleno

About the Client 

What started as a small idea quickly grew into a big success. Raising more than $900 million in funding, the company rapidly emerged as a leading SaaS business, establishing itself as a leader in cybersecurity. 

Today, our client is trusted by over 100,000 businesses and millions of consumers to protect sign-ins and sensitive information across the applications and websites they use every day. Users love it for its modern, accessible identity security and access management solutions tailored to how people work and live today. These solutions safeguard users’ most important data, whether at work or in their personal lives, while maintaining a user-friendly experience.

The Challenges 

When the cybersecurity company first approached us, they were already using accounts receivable software but encountering unexpected roadblocks in their daily operations. Their existing system struggled with data accuracy and delivered inconsistent automation results, creating friction in workflows that should have been seamless. What started as minor inconveniences grew into significant operational challenges that pulled their team away from strategic priorities.

The disconnect between their sophisticated business needs and their software’s capabilities became increasingly apparent. Their finance team found themselves spending valuable time double-checking data and manually fixing automation errors instead of focusing on strategic financial planning and customer relationships. They needed more than just an AR solution—they needed a reliable partner who could understand and adapt to their unique operational requirements.

1. Underperforming Existing Accounts Receivable Software

For our client, reliability was essential. Managing their growing business meant handling a high volume of invoices with precision and consistency. Yet, with their existing setup, they kept hitting a roadblock. Recurring dunning emails were sent to the wrong contacts and often included outdated or incorrect information. Automation that was supposed to bring efficiency and timely payments instead created unnecessary friction and additional problems for the team. It became clear that they needed a platform they could trust, one that wouldn’t falter under the weight of their operations. 

As the Finance Manager describes it, “The system we were using simply couldn’t handle the high volume of invoices we had. We were constantly correcting errors in dunning emails and data inconsistencies, and we ended up spending more time fixing automated follow-ups than if we had done them manually.”

2. Configurability Constraints

The problem wasn’t just inefficiency—it was also inflexibility. The platform’s lack of configurability meant that the finance team had to adjust their processes to fit the software, instead of the other way around. This rigidity slowed down collections and leaving the team frustrated.

Collections Manager added, “The software integration just didn’t work the way it should have with our NetSuite setup. It was inconvenient and unreliable to use”.

They needed a solution that could adapt to their specific needs, not force them into a one-size-fits-all approach.

3. Legacy Systems Failing to Support Growth

For a fast-growing company staying ahead means constantly improving their processes to keep up with increasing demands. Yet, their existing accounts receivable setup lacked the scalability needed to evolve alongside their ambitions. Simple tasks like automating invoice payments or giving customers the ability to manage their own payment methods felt out of reach, creating unnecessary friction in their collections process.

Without the right tools to support their growth, they were stuck in a cycle of manual workarounds and inefficiencies—time and resources that could have been spent on driving the business forward were being drained by outdated systems.

The Solution

How Kolleno Turned Unreliable Collection Processes into a Trusted, Efficient Partnership

In urgent need of a solution that offered efficient, reliable automation while seamlessly integrating with their customized NetSuite setup, the cybersecurity company turned to Kolleno. The platform’s robust features provided the perfect answer to their challenges, streamlining their accounts receivable processes with ease.

• Creating 54 AI-powered automated workflows delivered thousands of personalized dunning emails
• Collections Task Manager helped to better organize the workload and have a system-generated clear to-do list for the daily operations
• Stripe refunds are now processed with a single click within Kolleno, automatically transferring the necessary data to NetSuite
• Custom Configurations for NetSuite Integration made data reliable and updated in real-time
• Kolleno’s centralized dashboard provided a fill visibility into collections, payments, reconciliations, and refunds.

As the VP of Finance explains, “With Kolleno, our collections team has everything they need, from task assignment to refunds.  All seamlessly is integrated with NetSuite. This has significantly improved our processes, making it faster and more efficient.”

Intelligent AI Collection Workflows

Kolleno’s powerful automation has completely transformed the way the collections team works. With 54 automation workflows in place, emails are sent, tasks are created, and follow-up actions are triggered precisely when needed, ensuring the team stays on top of their work without missing anything. Now, every team member gets tasks that match their distinct role and responsibilities. No more confusion or wasted time—each task is assigned to the right person for efficient execution. Moreover, automated tracking of payment promises has further streamlined collections, allowing the team to take action based on specific customer commitments.

Collections Task Manager

​Kolleno’s Collections Task Manager provided a centralized place that consolidates all tasks, emails, disputes, and calls into a single interface. This unified system offers a clear, system-generated to-do list, enabling team members to prioritize and execute their responsibilities with greater efficiency and precision.

Moreover, Kolleno’s AI Agent further augments task management by suggesting the next best actions for tasks and communications. This intelligent assistance allows finance teams to focus on strategic activities, knowing that routine follow-ups and communications are handled efficiently.By integrating these advanced features, Kolleno empowers finance teams to operate cohesively, ensuring that daily operations are well-organized, tasks are clearly defined, and client interactions are managed effectively.

Stripe Refunds

One of the standout features is the ability to process Stripe refunds directly from Kolleno. Before Kolleno, the team had to toggle between platforms, manually updating information in both NetSuite and Stripe. But now, with just one click, refunds are processed in Kolleno and the necessary data is automatically synced with NetSuite. This eliminates the need to switch between tools, streamlining the process and saving the team valuable time.

Thanks to the NetSuite integration,  collections team now trusts that any updates, whether it’s a change in payment terms or customer details, will flow into Kolleno in real-time. The risk of outdated or mismatched data is eliminated, giving the team more confidence and allowing them to focus on what really matters.

The platform has become all-in-one hub for our client, enabling the team to manage everything—from refunds to reporting to follow-ups—all within Kolleno. With everything in one place, the collections team  has gained the clarity and efficiency they needed to stay ahead.

Custom Configurations for NetSuite Integration

Kolleno is a highly configurable platform built to adapt to even the most complex setups. The tech team at Kolleno swiftly synchronized custom fields and workflows to align with the client’s specific business needs. Since every company utilizes NetSuite differently, Kolleno’s flexibility ensured that the client’s unique workflows were seamlessly integrated from the outset. In no time, the system was fully configured to meet their requirements perfectly.

As the Finance Manager concludes, “We were genuinely surprised by how customizable the Kolleno platform turned out to be. The tech team fully understood our existing NetSuite setup and requirements and adopted the platform for our needs, synchronizing all information in real-time without any inconsistencies”.

Onboarding Experience

Minimal Disruption, 100% Customization: Rapid Kolleno Setup

When the business decided to switch to Kolleno, they needed more than just a powerful platform—they needed a smooth and efficient onboarding process. Time was of the essence, and Kolleno delivered.

Despite the tight timelines, Kolleno expedited the onboarding process, getting business’s account up and running in record time. This allowed their team to hit the ground running without the typical challenges of new software implementation.

And the benefits didn’t stop there—Kolleno’s industry-leading functionality continues to help our client to drive efficiency and maintain a collections process that works like clockwork.

For our client, Kolleno wasn’t just easy to adopt; it was transformational from day one.

In the end, Kolleno empowered the collections team to work smarter, not harder. They were able to streamline tasks, automate time-consuming processes, and remain laser-focused on their goals—thanks to Kolleno’s powerful and intuitive tools.

The Impact

The numbers tell a great success story. Within 6 moths of using Kolleno, the business achived incredible results across every key metric:

• $50 million collected through Kolleno
• 97.6 hours saved per week through automation
• 70% improvement in 1-30 aging balance
• 74% improvement in 31-60 aging balance 

The first major result came in the form of time. With Kolleno’s automated workflows, the finance team saved 1269 hours in just 3 months . That’s 97.6 hours saved per week.  These hours saved are now spent on more strategic tasks rather than chasing payments.

But the real magic came when they started seeing  decrease in overdue. The 1-30 day aging balance improved by a remarkable 70%—a significant reduction in overdue payments and a healthier cash flow. Meanwhile, the 31-60 day aging balance saw an even more impressive improvement of 74%. Overdue accounts were swiftly declining, allowing the business to shift its focus to higher-priority clients.

The success didn’t stop there. As a result of Kolleno’s smart automation and tailored approach, $50 million was collected—money that could now be reinvested into their growth, development, and innovation.

Our client had found the perfect partner in Kolleno, and the journey to efficiency and success had just begun. With the numbers on their side, they were ready to tackle new challenges and continue their path to accelerated growth with Kolleno.

As the VP of Finance highlights, “Kolleno has become an essential tool for us in our daily operations. The team loves how powerful yet user-friendly the platform is. The team loves how powerful yet user-friendly the platform is. With Kolleno, we can focus on more strategic priorities while letting the software handle the manual work for us”.

More About Kolleno

Kolleno brings everything you need to manage collections, payments and reconciliations in one platform. you will collect more efficiently when you’re not constantly switching between ERP, Excel, and Outlook. Kolleno’s dynamic workflows allow you to automate most of the manual work involved in your AR & Collections processes.

Explore why enterprises choose Kolleno. 

Find out why leading companies like 1Password, AHEAD, and Rakuten place their trust in Kolleno.

Find the solution by use case:

• Collections & AR Management
• Cash Application Management
• Credit & Risk Management
• Disputes & Deductions Management
• Team & Task Management