Kolleno Payments
How DNA Payments Achieved 110% Faster Collections with Kolleno
110%
30%
34%
About DNA Payments
Every day, thousands of businesses rely on DNA Payments to process their transactions. Founded in 2018, the company has quickly become a powerhouse in payment solutions, offering everything from card machines to integrated EPOS systems.
Their growth has been remarkable: over 65,000 merchants now depend on their services. But success hasn’t always been plain sailing. As the company grew rapidly, so did the complexity of their financial operations—and it required urgent attention.
The Challenges
As DNA Payments experienced rapid growth, their finance team encountered significant operational hurdles. Their manual accounts receivable processes couldn’t scale effectively with their business growth, creating several critical pain points that impacted their financial operations and cash flow.
1. Overwhelming Manual Reconciliation Processes
The finance team spent countless hours manually reconciling payments from multiple sources—direct debits, online transactions, and traditional bank transfers. With thousands of merchants making payments through various channels, the reconciliation process became increasingly time-consuming and error-prone.
As Jordan Hickson, Accounts Receivable Manager, explained: “Before Kolleno, reconciliation was eating up hours of our day.” This manual matching process was not only inefficient but also pulled valuable staff resources away from more strategic activities”.
2. Delayed and Inconsistent Collections
DNA Payments struggled with delayed payments and inconsistent collection processes. Without an automated system to track payment statuses and send timely reminders, the team faced mounting overdue balances.
The lack of a standardized approach to collections meant that follow-ups were often reactive rather than proactive, resulting in longer payment cycles and unpredictable cash flow.
3. Fragmented Customer Communications
Customer communications were scattered across different platforms, making it difficult to maintain consistent messaging and track customer interactions. This fragmentation led to communication gaps, meaning important follow-ups were missed or duplicated.
The team lacked visibility into the history of communications with each client, hampering their ability to provide personalized service and effectively resolve payment issues.
4. Limited Cash Flow Visibility
Without a streamlined system for tracking receivables, DNA Payments struggled to accurately forecast cash flow and efficiently allocate resources. The finance team couldn’t easily identify which accounts needed immediate attention or analyze trends in payment behavior.
It was almost impossible for DNA Payments to conduct strategic financial planning. Therefore, the company struggled to make informed decisions about resource allocation.
5. Integration Challenges with Existing Systems
DNA Payments needed a solution that could seamlessly integrate with their NetSuite ERP system and GoCardless direct debit platform. Their existing manual processes created data silos, where information wasn’t consistently updated across all systems. This led to discrepancies in financial records and required additional work to maintain data consistency.
These challenges collectively created a significant burden on the finance team and limited DNA Payments’ ability to optimize their cash flow. It became clear that addressing these issues would require more than incremental improvements to their existing processes.
Instead, they needed a comprehensive solution to transform their accounts receivable management.
The Solution
Why Kolleno Cash Application?
DNA Payments needed more than basic automation—they required a solution that could handle complex payment reconciliation while maintaining strong customer relationships.
They needed to make a number of critical changes, including:
– Automating payment reconciliation to eliminate manual matching across multiple payment sources.
– Creating intelligent communication workflows to ensure timely and personalized customer outreach.
– Implementing centralized tracking to monitor all customer interactions in one place.
– Establishing comprehensive reporting to gain visibility into collection performance metrics.
– Integrating seamlessly with NetSuite and GoCardless to maintain data consistency across all systems.
After evaluating several accounts receivable platforms, Kolleno stood out as the clear choice due to its comprehensive approach to financial operations.
Unlike competing solutions that addressed only specific aspects of the accounts receivable process, Kolleno offered an end-to-end solution with advanced AI capabilities specifically designed for high-volume transaction environments like DNA Payments.
What truly set Kolleno apart was its unique combination of intelligent payment matching algorithms, communication automation, and seamless integration capabilities—all delivered through an intuitive interface that required minimal training.
The platform’s ability to adapt to DNA Payments’ specific business rules and reconciliation requirements provided the flexibility they needed, while its machine learning components promised continuous improvement in matching accuracy over time.
Within days of going live, the benefits were already apparent.
Automated Payment Reconciliation
The impact was immediate. Kolleno’s reconciliation engine transformed how DNA Payments handled incoming payments. The platform automatically matched transactions from multiple sources, including their crucial GoCardless direct debit integration.
Kolleno’s comprehensive scoring system ensured accurate matches based on invoice numbers, amounts, and dates, reducing manual errors. The intelligent algorithm could identify matches even when payment references weren’t exact, accounting for common variations and typos that previously required manual intervention. This sophisticated matching capability was particularly valuable for DNA Payments’ high transaction volume, where even small inefficiencies were multiplied across thousands of merchants.
The platform’s flexibility in handling various payment scenarios proved essential. DNA Payments frequently dealt with complex reconciliation cases—including partial payments, payments covering multiple invoices, and transactions affected by processing fees or currency exchange rates. Kolleno’s system could identify and properly allocate these complex payments, maintaining accurate financial records without manual adjustments.
“Before Kolleno, reconciliation was eating up hours of our day,” explains Jordan Hickson. “Now the system intelligently matches payments automatically. What used to take days happens in minutes.”
Intelligent Communication Workflows
DNA Payments leveraged Kolleno’s AI-powered intelligent communication features to transform their customer outreach. The platform’s AI-powered workflows enabled automated, personalized responses while maintaining a human touch. Each customer interaction was tracked and centralized, ensuring nothing fell through the cracks.
Kolleno’s AI-driven automation optimized payment reminders by identifying the best times and channels for outreach, while a centralized communication hub ensured every interaction was tracked and accessible.
“The automation was a game-changer,” notes Jordan Hickson. “But what really impressed us was how Kolleno maintained the personal element. Each communication felt tailored, even though the process was automated.”
The system’s smart field suggestions made email composition more intuitive, while automated response workflows ensured timely acknowledgment of customer queries. Team members could access all communication history in one place, making follow-ups more effective and contextual.
Centralized Tracking
The platform’s ability to integrate with both NetSuite and GoCardless created a unified communications system where all customer interactions were properly documented and accessible to the finance team. This comprehensive view of customer communications helped DNA Payments maintain strong relationships with merchants while effectively managing their accounts receivable process.
“When we need to follow up with a customer, we have their entire payment and communication history at our fingertips,” says Hickson. “This contextual information allows us to have more productive conversations and resolve issues faster.”
Comprehensive Reporting
DNA Payments gained unprecedented visibility into their financial operations through Kolleno’s robust reporting and analytics capabilities. The platform’s comprehensive reporting tools transformed how the finance team monitored collection performance metrics and made strategic decisions.
“The data visibility we gained was transformative. Now we have a complete picture of our accounts receivable performance across all our business segments.”
With real-time dashboards and purpose-built reports, DNA Payments could now track critical metrics including aging receivables, collection rates, and payment trends across their extensive merchant base. The platform provided detailed insights into debtors, invoices, promises to pay, and customer payment behavior—all accessible within a unified reporting system.
The reporting system provided management-ready reports that could be automatically scheduled and distributed to key stakeholders, ensuring everyone from credit control specialists to executive leadership had access to the financial insights they needed. These reports enabled DNA Payments to identify collection bottlenecks, optimize their dunning strategies, and measure the effectiveness of different communication approaches.
Kolleno’s analytics tools also provided valuable predictive insights, helping DNA Payments anticipate payment patterns and proactively address potential issues before they impacted cash flow. This forward-looking capability proved especially valuable as the company continued to scale its merchant services.
Seamless Integration
Perhaps most importantly, Kolleno’s ability to integrate with both NetSuite and GoCardless created a unified system that transformed DNA Payments’ financial operations. This three-way integration established a central hub for all payment data that eliminated the silos that previously plagued their accounts receivable process.
The integration with NetSuite provided real-time data synchronization between the platforms. Whenever a transaction occurred in one system, it was automatically reflected across the entire ecosystem. This eliminated the need for finance team members to manually update records across multiple platforms, a process that previously consumed hours of their workday.
The GoCardless integration proved equally valuable, allowing DNA Payments to implement Direct Debit payment collection that significantly reduced late payments. When invoices become due, payments are automatically collected without requiring manual intervention from the accounts receivable team.
But reconciliation is where the true power of this three-way integration lies. “When a payment comes through GoCardless, it’s automatically reconciled in Kolleno and updated in NetSuite,” Hickson explains.
For DNA Payments, which deals with thousands of merchants making payments through various channels, these integrations haven’t just saved time—they fundamentally transformed how the company managed its accounts receivable.
The Impact
The results speak volumes. In just three months after implementing Kolleno, DNA Payments saw transformative improvements across critical areas:
- 110% increase in collections within 30 days
- 30% reduction in median days late
- 34% decrease in total overdue balance
But numbers only tell part of the story. The real transformation happened in how DNA Payments’ finance team approached their work each day.
“The onboarding process exceeded our expectations,” reflects Jordan Hickson. “We were concerned about introducing yet another system, but the Kolleno team guided us through every step.” The intuitive interface meant minimal training was required, allowing the team to become proficient quickly. Within days of going live, team members were already seeing the benefits.
The finance department underwent a cultural shift. With reconciliation now automated, staff members pivoted from tedious matching tasks to building stronger client relationships. The time previously spent on manual processes was redirected to more strategic initiatives that added genuine value to the business.
“What surprised us most was how the benefits rippled throughout the organization,” Hickson explains. “Our leadership team now has access to financial insights that were previously buried in spreadsheets and manual reports”.These comprehensive dashboards enabled more informed decision-making, helping executives spot trends and opportunities they couldn’t see before.
The powerful three-way connection between Kolleno, GoCardless, and NetSuite created that elusive “single source of truth” that finance teams dream about. Gone were the days of reconciling different versions of reality across systems. Everyone worked from the same accurate, up-to-date information.
“We’d recommend Kolleno without hesitation to any company struggling with accounts receivable challenges,” states Hickson. “The ROI isn’t just measurable in reduced overdue balances—it’s in the time saved, the improved customer relationships, and the strategic insights gained.”
DNA Payments’ journey with Kolleno represents a textbook transformation of accounts receivable management. What began as a solution to address reconciliation challenges evolved into a comprehensive reinvention of their entire financial operation.
The company didn’t just improve collections—they fundamentally changed how they operated, proving that with the right technology partner, accounts receivable can transform from a back-office function into a strategic business advantage.
“We’re not just working faster, we’re working smarter. The insights we gain from Kolleno help us make better decisions about our collection strategy”
Ready to Transform Your Collections Process?
Book a demo today to see how Kolleno can revolutionize your accounts receivable management.
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