Kolleno Payments
Laundryheap Collects 94% of Payments On-Time with Kolleno
94%
6
80%
About Laundryheap
Founded in 2014 and based in London, Laundryheap is a leading on-demand laundry and dry-cleaning service. It operates across the UK, Europe, the US, and the Middle East, offering fast, door-to-door pickup and delivery. Customers include busy professionals, families, and businesses looking for a hassle-free way to manage their laundry.
Over the past decade, Laundryheap has become a trusted name in major cities worldwide. However, as the company expanded, so did the challenges. Managing accounts receivable across multiple markets became increasingly complex. The finance team struggled with manual reconciliation, fragmented systems, and inefficient payment follow-ups. Cash flow slowed. Administrative workload surged.
To regain control and streamline operations, Laundryheap turned to Kolleno’s AI-powered collections automation platform.
The Challenges
As Laundryheap grew, so did the volume of transactions. Managing payments across multiple countries, currencies, and payment methods became a daily struggle. The finance team spent hours manually reconciling invoices, matching payments, and chasing overdue balances. This approach was unsustainable.
1. Time-Consuming Reconciliation
Customer payments arrived from credit cards, bank transfers, PayPal, and other sources. However, matching them to invoices was a complex process. References were missing. Amounts didn’t align. The team had to manually verify and cross-check records, wasting valuable hours every week.
2. Fragmented Systems
Laundryheap used Xero for accounting, but it wasn’t enough. There was no centralized system to track outstanding payments or automate follow-ups. As a result, overdue invoices piled up. The finance team was stuck reacting instead of staying ahead.
“It felt like we were constantly running uphill, no matter how hard we worked. There were never enough hours in the day”, explains Jon.
3. Inconsistent Payment Follow-Ups
Without automation, reminding customers to pay was a manual process. Some received late reminders. Others got multiple follow-ups—or none at all. The result? Missed payments, strained customer relationships, and unpredictable cash flow.
Laundryheap needed a solution. One that automated reconciliation, streamlined collections, and integrated seamlessly with Xero. That’s when it found Kolleno.
The Solution
Why Kolleno Collections Management?
To scale efficiently, LaundryHeap had to:
– Automate payment reconciliation to eliminate manual matching.
– Streamline customer follow-ups with AI-powered reminders.
– Ensure real-time financial visibility by integrating seamlessly with Xero.
– Centralize collections management to track overdue accounts efficiently.
– Provide flexible payment options through an easy-to-use portal.
After evaluating several options, Kolleno stood out as the ideal solution. Unlike other platforms, Kolleno provided a fully integrated, AI-driven approach that addresses each of Laundryheap’s specific pain points.
“We needed a system that could automate reconciliation, streamline collections, and give us real-time financial insights. Kolleno delivered exactly that,” says Jon Mahood, Finance Director.
Automated Payment Reconciliation
Before Kolleno, Laundryheap’s finance team spent hours manually matching payments to invoices. With payments coming in from credit cards, bank transfers, and online wallets, the reconciliation process was slow and error-prone. Mismatched references, missing details, and partial payments only made things more complicated. The team had to manually verify and cross-check records, which drained valuable time and resources.
Thanks to Kolleno’s AI-powered reconciliation engine, this process is now fully automated. The system intelligently matches payments to invoices, even when references don’t align perfectly. It detects partial payments, overpayments, and multi-invoice payments, ensuring every transaction is correctly allocated.
Instead of hours spent on manual matching, reconciliation now happens instantly—freeing up time for higher-value financial tasks. “Before Kolleno, our team spent hours matching payments manually. Now, reconciliation happens instantly, saving us at least six hours every week”, explains Jon.
Kolleno is seamlessly integrated with Xero, ensuring real-time data synchronization. The result? Laundryheap’s finance team always works with accurate, up-to-date records. A centralized dashboard provides full visibility into payment statuses, helping Laundryheap spot discrepancies early and act quickly. With six hours saved per week, the team can now focus on optimizing cash flow rather than fixing reconciliation issues.
By eliminating manual errors, speeding up processing, and providing real-time financial insights, Kolleno has transformed Laundryheap’s reconciliation process. Payments are now handled with greater accuracy, efficiency, and control—ensuring a smoother financial operation as the company continues to scale.
Dunning Workflow Automation
Laundryheap’s finance team used to face significant challenges in managing overdue accounts. The dunning process was manual and inconsistent, leading to inefficiencies and strained customer relationships
Kolleno revolutionized this process. By automating credit checks for new clients and dunning workflows, Kolleno ensured that payment reminders were sent consistently and promptly. The system’s AI-driven workflows identified the optimal times to send reminders, while it also tailored communication strategies to individual customer behaviors.
This personalized approach increased the likelihood of timely payments and improved customer satisfaction. If a customer ever wants to raise a dispute, they can use Kolleno’s dedicated AI-powered disputes management solution.
The platform’s customization options allowed Laundryheap to design workflows that aligned with their credit control policies. They could set specific triggers for sending reminders, escalating issues, or pausing communications based on customer responses. This flexibility ensured that the dunning process was both efficient and sensitive to customer needs.
With Kolleno’s automated dunning workflows, Laundryheap experienced a significant reduction in overdue invoices. The finance team could focus on more strategic tasks, confident that the system was managing routine follow-ups effectively. This automation did more than just streamline operations—it led to a healthier cash flow and stronger customer relationships.
Centralized Collections Task Management
Prior to implementing Kolleno, Laundryheap’s finance team faced significant challenges in managing overdue invoices. The process was fragmented. Information was scattered across various platforms, leading to inefficiencies and missed follow-ups. This disjointed approach not only consumed valuable time but also hindered the team’s ability to maintain consistent communication with clients.
Kolleno’s centralized task management system gave Laundryheap’s finance team clarity, consolidating all collections-related activities into a single platform. This integration allowed the finance team to access emails, disputes, calls, and notes in one place, providing a clear and organized view of their daily tasks. The system’s centralized communications log ensured that the team had the full context for each client interaction, reducing errors and enhancing efficiency.
Kolleno simplified task management. Team members could assign tasks, log notes, and escalate issues with ease. Automated reminders kept follow-ups on track, boosting accountability and productivity.
With a prioritized to-do list, the finance team could focus on execution instead of juggling multiple systems. This structured approach improved collections, making the process more proactive and efficient.
In short, Kolleno gave Laundryheap a unified platform to manage collections seamlessly, improving efficiency, accountability, and overall financial performance.
Seamless Xero Integration
Before Kolleno, Laundryheap’s finance team struggled with manual updates and data discrepancies. Without real-time synchronization between invoicing and accounting, financial data was often outdated, making decision-making difficult. Any changes had to be manually entered and cross-checked, leading to errors, inefficiencies, and wasted time.
Kolleno’s integration with Xero changed everything. Invoices, payments, and customer records now sync instantly, ensuring the finance team always works with accurate, up-to-date data—no extra admin required. Updates in one system are immediately reflected in the other, eliminating the risk of misalignment between accounts receivable and accounting records.
“Now, every invoice, payment, and customer record updates in real time”, says Jon. “Integrating with Xero has taken so much manual work off our plate.”
Setting up Kolleno with Xero is quick and effortless. Businesses can sync their financial data in minutes and immediately start leveraging Kolleno’s automation tools. The integration also supports custom configurations, allowing Laundryheap to tailor workflows to its specific financial processes.
With data gaps eliminated and updates automated, Laundryheap’s finance team now operates with greater accuracy and efficiency. The integration hasn’t just saved time—it’s improved financial performance and decision-making.
Flexible Payment Options via the Payments Portal
In the past, Laundryheap’s customers faced limited payment options, causing delays and frustrations. The lack of flexibility didn’t just slow transactions—it also hurt customer satisfaction.
Kolleno’s comprehensive payments portal changed that. Customers can now choose how they pay, with options including direct debit, credit cards, wire transfers, ACH, and online payments. Everything is available within one platform, making transactions faster, easier, and more accessible.
No more restricted options or frustrating delays. Customers now have the flexibility to pay in the way that suits them best.
With all payment activities centralized, customers can see outstanding invoices, track overdue days, and manage payments effortlessly. The portal provides real-time visibility, reducing the risk of missed deadlines and making it easier for customers to stay on top of their accounts. Automated reminders and direct payment links further simplify the process, ensuring that invoices get settled on time.
For Laundryheap’s finance team, the impact is just as big. Kolleno provides real-time payment tracking, audit trails, and automatic retries for failed transactions. This streamlines AR, improves cash flow, and reduces manual workload.
With everything centralized and automated, the team spends less time chasing payments and more time focusing on strategic financial management. Plus, the custom-branded payment portal reinforces trust and professionalism, strengthening customer relationships while making collections more efficient.
The Impact
The results speak for themselves. Since implementing Kolleno, Laundryheap has achieved significant improvements in its financial operations:
- 94% of payments collected on time
- 80% of outbound communication automated
- 6 hours of manual work saved per week
But numbers only tell part of the story. The real impact has been in how Laundryheap’s finance team operates every day.
With automated reconciliation, the team no longer wastes hours manually matching payments. AI-powered workflows have taken over payment reminders, ensuring that collections are handled efficiently and without human intervention. The seamless Xero integration has eliminated manual data entry, giving the finance team real-time visibility into payments, overdue invoices, and cash flow.
“It’s incredible to look back at how we managed collections before Kolleno,” says Jon. “Our processes were disjointed and time-consuming—now, everything runs like a well-oiled machine.”
Beyond efficiency, Kolleno has also transformed customer relationships. With a structured, automated approach to follow-ups, payment reminders feel timely and professional rather than intrusive. Customers now have a dedicated payments portal, giving them more flexibility in how they settle invoices. The result? Faster payments, fewer disputes, and stronger client trust.
Laundryheap didn’t just optimize its collections—it fundamentally changed how its finance team works. With automation doing the heavy lifting, the team is now more strategic, more efficient, and better equipped to support the company’s continued growth.
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