Simplicity Collects 90% of Invoices Within 30 Days Overdue with Kolleno

About Simplicity Group

Based in Belfast, Simplicity Group provides fully managed communications and technology solutions to businesses across the UK and Ireland. From telecommunications and vehicle CCTV to advanced telematics, the company helps organizations stay connected and operate more efficiently.

However, as Simplicity Group expanded, so did the challenges of managing accounts receivable. The finance team relied on manual invoice tracking, Excel spreadsheets, and time-consuming follow-ups. Payments were hard to track. Outstanding invoices piled up. Knowing when to escalate overdue accounts became increasingly difficult. The process wasn’t just frustrating—it was holding the company back from further growth.

To fix this, Simplicity Group turned to Kolleno. Here’s how Kolleno helped Simplicity Group take back control of their financial operations.

The Challenges

Simplicity Group’s finance team was spending too much time on manual collections. As the company grew, these inefficiencies became impossible to ignore. The finance team needed a faster, more structured approach—one that would eliminate manual work, improve visibility, and keep cash flow moving.

1. Too Much Time Spent on Manual AR Tasks

Every overdue invoice meant another email, another follow-up, another spreadsheet update. There was no automation whatsoever. This meant the team had to manually track payments, set reminders, and decide when to escalate overdue accounts. As transaction volumes increased, so did the workload, pulling the team away from high-value financial planning.

2. No Clear System for Escalations

With multiple team members handling collections, there was no structured process for knowing when to escalate overdue accounts. Some customers slipped through the cracks. Meanwhile, others received multiple follow-ups from different team members. The lack of coordination led to delays, inefficiencies, and a higher volume of outstanding invoices.

3. Limited Visibility Into Payment Statuses

Without a centralized dashboard, tracking which customers had paid—and which hadn’t—was time-consuming and unreliable. The team had to manually cross-check invoices against bank transactions, often working with outdated or incomplete data. Without real-time insights, cash flow forecasting suffered.

4. A System That Couldn’t Scale

What worked when the company was smaller was no longer sustainable. With more customers and more invoices, manual processes couldn’t keep up. The team needed a smarter, more scalable solution—one that would automate collections, provide real-time visibility, and streamline the entire AR process.

That’s when they found Kolleno.

The Solution

Why Kolleno Accounts Receivable?

Simplicity Group needed more than just an invoicing tool. They needed a smart, automated AR platform that could eliminate manual work, streamline collections, and provide real-time financial insights. Their existing processes weren’t built for scale—but Kolleno was.

To scale efficiently, Simplicity Group needed a platform that could:

– Automate dispute management workflows to resolve issues faster and reduce payment delays.

– Leverage AI collection workflows to send smart, optimized reminders and follow-ups.

– Integrate seamlessly with Xero for real-time financial data synchronization.

– Centralize accounts receivable tasks so the finance team could track everything in one place.

Kolleno delivered all of this and more. The platform’s AI-powered workflows, centralized dashboard, and seamless Xero integration transformed Simplicity Group’s collections process from reactive to proactive.

Kolleno didn’t just improve Simplicity Group’s collections—it transformed how the finance team operates. Automation has replaced previously manual processes. Payments and disputes are now tracked and managed in a single place. Best of all, follow-ups happen automatically, without requiring any manual intervention.

The result? A more efficient, scalable, and structured approach to accounts receivable.

Here’s how Kolleno made it happen.

Automated Dispute Management Workflows

​Before implementing Kolleno, SimplicityGroup’s finance team faced significant challenges in managing disputes. Disputes were logged through various channels, leading to delays and miscommunication. This fragmented approach resulted in prolonged resolution times and strained client relationships.​

Kolleno’s platform transformed this process by providing a centralized dispute management customer portal. Clients can now log and track disputes directly. What’s more, the system uses AI to prioritize disputes based on urgency and potential impact. This allows the finance team to address critical issues promptly, improving resolution times and maintaining positive client relationships. ​

But that’s not all. Kolleno automatically categorizes disputes by reason codes, providing valuable insights into recurring issues. This data enables SimplicityGroup to identify and address underlying problems, reducing future disputes and enhancing overall operational efficiency.

AI Collection Workflows

Simplicity Group’s finance team used to manually track overdue invoices and follow up with customers one by one. There was no structured process for optimizing outreach or prioritizing collections. As the company grew, this approach became unsustainable. Some accounts slipped through the cracks while others received multiple reminders, creating inefficiencies that slowed cash flow and strained customer relationships.

Kolleno’s AI-powered collection workflows changed everything. The platform analyzes customer payment behaviors and automatically creates personalized follow-up plans. Payment reminders are now sent at the right time, with the right tone, adapting based on past interactions and real-time responses. 

Kolleno’s AI agent also prioritizes daily collection tasks. Instead of manually deciding who to follow up with, the finance team receives an optimized task list that highlights high-risk accounts and overdue balances. Routine communications, like email reminders and payment confirmations, are handled automatically. This has saved the team hours every week, allowing them to focus on more strategic financial initiatives.

Seamless Xero Integration

Simplicity Group was managing outstanding invoices manually, using Excel spreadsheets and individual follow-ups. This approach was time-consuming and error-prone—especially as the company expanded. Without a centralized system, the team struggled to track payments and maintain accurate financial records.​

Integrating Kolleno with Xero transformed Simplicity Group’s accounts receivable process. Suddenly, all financial data was automatically updated in real-time—without the team needing to lift a finger. This integration eliminated manual data entry once and for all, reducing errors and freeing up valuable time.

With Kolleno’s intuitive interface, Simplicity Group could manage accounts receivable, track invoices, and monitor cash flow directly within the Xero ecosystem. The integration provided immediate access to real-time visibility and analytics, allowing the team to make informed decisions at all times.

Centralized Task Management

Before Kolleno, Simplicity Group’s finance team struggled to stay on top of collections tasks. Follow-ups were tracked in spreadsheets and email threads, making it hard to see which accounts needed urgent attention. Tasks were assigned informally. This led to missed follow-ups, duplicate efforts, and inconsistent communication with customers. As the business grew, these inefficiencies became harder to manage.

Kolleno brought order to the chaos. The platform centralized all collections-related tasks, giving the finance team a structured, prioritized to-do list. Every overdue invoice, follow-up, and customer query was tracked in one place, ensuring nothing slipped through the cracks. Automated reminders helped team members stay proactive, while real-time updates meant everyone had visibility into ongoing actions.

The platform also improved team collaboration. With Kolleno, finance staff could assign tasks, log notes, and escalate issues seamlessly. If a customer raised a dispute, it was automatically flagged and assigned to the right team member. Managers could monitor collections performance at a glance, ensuring that accounts were handled efficiently and strategically.

With Kolleno’s centralized task management system, Simplicity Group’s finance team operates more efficiently than ever. Follow-ups are structured. Escalations happen at the right time. No more confusion, no more wasted effort—just a smarter, more streamlined approach to collections

The Impact

The results speak for themselves. Since implementing Kolleno, Simplicity Group has completely transformed its accounts receivable operations:

• 28% reduction in median days outstanding
• 10 hours saved every week through automation
• 90% of invoices collected within 30 days overdue

But numbers only tell part of the story. The real transformation happened in how the finance team operates every day.

Before Kolleno, collections were manual, time-consuming, and reactive. The team spent hours tracking overdue invoices, following up with customers, and juggling spreadsheets. Now, AI-driven workflows handle follow-ups automatically, ensuring customers receive structured, professional reminders at the right time. Payments are collected faster, without constant manual intervention.

The seamless Xero integration eliminated data silos. Invoices, payments, and customer records now sync in real-time, ensuring that the finance team always has up-to-date financial data without manual input. No more chasing missing payments or manually reconciling invoices. Everything is automated.

The biggest shift? Collections are no longer a burden. With centralized task management, overdue accounts are prioritized, follow-ups are structured, and disputes are handled efficiently. The team now works smarter, not harder, focusing on strategic growth initiatives instead of repetitive admin work.

Ready to Revolutionize Your Collections?

Book a demo today to see how Kolleno can transform your collections operations.

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