How Playroll Automated 90% of AR Communication

About Playroll

Hiring globally is complex. Paying global teams efficiently? Even more so. That’s where Playroll comes in. Founded in 2021 and headquartered in London, Playroll helps businesses hire, manage, and pay employees in 180+ countries.

However, as Playroll scaled, cash flow visibility became a challenge. Manual collections slowed down operations, and the finance team spent too much time chasing overdue invoices. Without a centralized system, payments slipped through the cracks. Reconciliation became a never-ending task. 

To stay ahead, Playroll needed a smarter way to manage accounts receivable, improve efficiency, and automate collections at scale. That’s when they turned to Kolleno.

The Challenges

Playroll’s global reach was growing fast—but so were its accounts receivable challenges. With clients in hundreds of countries, managing invoices, overdue payments, and follow-ups became a time-consuming, manual process. The finance team spent hours every week chasing outstanding balances. They struggled to effectively track payment statuses across multiple systems, leading to severe cash flow delays and administrative bottlenecks.

“Our team simply couldn’t keep up with demand. It was becoming increasingly sustainable. Something had to change, and fast”, explains Carli Oosthuizen, Financial Controller, Playroll

1. Time-Consuming Manual Collections

Manually managing overdue invoices had become a never-ending process: emailing clients, sending reminders, and updating spreadsheets. The finance team struggled to keep pace as transaction volumes grew. This forced them to spend more time chasing payments than driving financial strategy.

2. No Centralized System for AR Visibility

The lack of a unified system left the finance team scrambling to track payments and follow-ups. Overdue invoices weren’t prioritized effectively. Some were ignored, while others were pursued repeatedly. This disorganized approach disrupted cash flow and weakened client relationships.

3. Lack of Automated Payment Follow-Ups

Chasing payments took far longer than it should have. The finance team had no way to send automated reminders, meaning each follow-up had to be manually scheduled and sent. This not only slowed collections but also made it difficult to keep up as the volume of outstanding invoices grew.

4. A Collections Process That Couldn’t Keep Up

Playroll’s finance team was stretched thin. As the company expanded, so did the number of invoices, follow-ups, and overdue accounts. The old system wasn’t built to handle this scale, making collections increasingly time-consuming. They needed a solution that could automate follow-ups, centralize AR data, and keep payments flowing—without adding to their workload.

That’s when they found Kolleno.

The Solution: Why Kolleno?

Manual collections were slowing Playroll down. To scale efficiently, they needed an AI-powered platform that could free up the finance team for high-value work. Payroll decided to search for a solution that could:

• Integrate seamlessly with Xero to eliminate manual data entry.
• Leverage AI-powered collection workflows to automate payment reminders.
• Provide a centralized AR dashboard for full visibility into their collections process.
• Enable structured task management in a single source of truth.

Once they found Kolleno, they didn’t look back. Its smart automation, real-time payment insights, and AI-driven collections was just what Playroll needed.

“Kolleno was by far and away the best tool we came across”, says Carli Oosthuizen. “It offered everything we were looking for, as well as a range of invaluable features we didn’t even know we needed.”

Kolleno gave Playroll’s finance team a whole new way of working. Manual follow-ups have been eliminated, replaced by intelligent automation that tracks payments, prioritizes overdue accounts, and ensures every follow-up is handled efficiently.

Payments are monitored in real-time. Follow-ups are sent automatically. Overdue invoices are managed proactively instead of reactively. With fewer delays and less manual admin, Playroll’s finance team operates faster, smarter, and with complete visibility into their accounts receivable process.

Here’s how Kolleno made it happen.

Seamless Xero Integration

Before Kolleno, Playroll’s finance team was stuck in a cycle of manual data entry and reconciliation. Every invoice update had to be tracked across multiple systems, increasing the risk of errors, outdated records, and wasted time. Payments weren’t always reflected in real-time. This made it difficult to forecast cash flow accurately or follow up on outstanding balances.

With Kolleno’s two-way integration with Xero, everything changed. Now, invoices, payments, and customer records sync automatically. The finance team always works with up-to-date financial data, without extra admin work. Every payment received is instantly reflected in both systems, eliminating the need for cross-checking spreadsheets or manually reconciling transactions.

Setup was quick and hassle-free. Playroll connected Kolleno to Xero in just a few clicks, and the system was fully operational within weeks. No more data silos, no more double-checking figures—just accurate, real-time accounts receivable visibility at all times.

According to Carli Oosthuizen, “Kolleno’s Xero integration has been a game-changer. Our team no longer wastes time manually updating invoices or tracking payments—we have full visibility in real-time, with everything syncing automatically.”

AI-Powered Collection Workflows

Playroll’s finance team used to spend hours manually chasing overdue payments. Every follow-up email had to be written, tracked, and sent manually. The process was overly time-consuming and incredibly inconsistent. There was no structured escalation process, and payments were often delayed simply because reminders weren’t sent at the right time.

Kolleno brought much-needed order to Playroll’s collection workflows. It automatically sends AI-powered follow-ups that are personalized and strategically timed. The system analyzes customer payment behavior and sends reminders based on past interactions, ensuring that the right message is delivered at the perfect moment. 

No more guesswork and no more wasted time. Just smarter, more efficient collections. Now, the system does the heavy lifting, allowing the finance team to focus on strategy instead of admin work.

“Kolleno has reimagined our entire collections operations. We spend so much less time managing accounts receivables, or even worrying about it, than we used to. It’s like night and day,” says Carli Oosthuizen.

Centralized Dashboard for Full Collections and Accounts Receivable Visibility

Playroll’s finance team knew overdue invoices were piling up—but without a centralized system, keeping track of accounts receivable was a challenge. Information was scattered across different tools, meaning that chasing payments required hours of manual updates, spreadsheet cross-checking, and follow-up guesswork.

Now, Kolleno’s real-time accounts receivable dashboard has streamlined everything. The finance team no longer wastes time figuring out which invoices need action. Overdue payments are flagged automatically, ensuring that collections efforts are targeted and efficient. Every invoice, payment, and dispute is tracked in one place, eliminating blind spots and missed follow-ups.

The dashboard isn’t just about tracking—it’s about insight. Playroll can now analyze collection trends, filter high-risk accounts, and forecast cash flow with confidence. Instead of reacting to late payments, the finance team is staying ahead of them.

Collections are no longer a messy, manual process. The finance team has a structured, automated system that ensures payments are made on time, every time.

“Having a single dashboard for all our AR activities has been a game-changer. We can now track payments, overdue invoices, and follow-ups in real-time—all in one place,” adds Carli Oosthuizen.

Task Manager for Streamlined Collections

Thanks to Kolleno’s Task Manager, Playroll’s finance team has a clear, structured system that organizes and prioritizes every collection task. The platform automatically assigns follow-ups based on urgency. This ensures that high-risk accounts get immediate attention, while lower-priority cases follow a strategic escalation process. Team members can also collaborate more effectively, logging notes, tracking interactions, and ensuring that no two people chase the same customer unnecessarily.

The result? A more efficient, focused finance team that no longer wastes time juggling collections manually. With clear priorities, real-time updates, and structured workflows, Playroll has transformed collections from a reactive process into a proactive strategy that accelerates cash flow and strengthens customer relationships.

“Our collections process was reactive and messy. Now, with Task Manager, we know exactly what needs to be done, when, and by whom. It has completely streamlined our workflow,” explains Carli Oosthuizen

The Onboarding Experience

Playroll assumed that implementing a new AR system would be complex and time-consuming—but Kolleno made it fast, efficient, and fully customized to their needs. Right from the start, the Kolleno team worked closely with Playroll’s finance department to tailor workflows, automate key processes, and ensure a seamless transition.

Customization was a game-changer. Kolleno’s AI-powered workflows were designed around Playroll’s specific invoicing cycles and customer interactions, ensuring that follow-ups, escalations, and account prioritization were fully automated. Instead of a one-size-fits-all approach, Playroll now had a system built to match their exact needs.

With the foundation set, Xero integration was effortless. Kolleno synced instantly, pulling in invoices, customer records, and payment histories—eliminating manual data entry and reconciliation errors. The finance team no longer had to cross-check spreadsheets. They had real-time financial visibility from day one.

Onboarding was smooth and intuitive. With Kolleno’s user-friendly platform, Playroll’s finance team required minimal training, allowing them to start automating collections and optimizing cash flow immediately. Within weeks, they had a fully automated AR system that was faster, smarter, and built for growth.

“We braced ourselves for a long and complex implementation process, but the experience was relatively seamless”, adds Carli Oosthuizen. “The Kolleno team was helpful and always on hand, while the interface itself was incredibly intuitive.”

The Impact

Kolleno’s impact has been nothing short of extraordinary. Playroll has reinvented its accounts receivables, leading to:

• 34% reduction in overdue balances
• 8 hours saved per week through automation
• 90% of outbound AR communication automated

These metrics are great, but they’re just the tip of the iceberg. Kolleno has transformed how Playroll’s finance team operates on a daily basis. Gone are the days of manually tracking payments, drafting endless follow-up emails, and chasing overdue invoices one by one.

The difference is tangible. What was once a stressful, time-consuming process is now structured, efficient, and proactive. The team no longer feels bogged down by repetitive tasks. Instead, they have the tools, insights, and automation needed to stay ahead of collections—without adding to their workload.

But collections aren’t just about getting paid—they’re about maintaining positive, professional customer relationships. Before Kolleno, overdue payment reminders were often delayed, inconsistent, or overly aggressive. This created unnecessary tension with clients. Now, AI-powered workflows ensure that reminders are sent at the right time, with the right tone—making the process smooth, professional, and customer-friendly.

The result? A happier, more efficient finance team. With eight hours saved per week, they now have time to focus on higher-value initiatives that drive growth. Rather than dreading collections, they approach it with confidence, knowing Kolleno has their back.

Ready to Transform Your AR Process?

Book a demo today to see how Kolleno can help you automate collections, improve cash flow, and eliminate manual AR tasks.

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• Collections & AR Management
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