How WonderBuilds Achieved a 35% Reduction in Overdue Payments

About WonderBuilds

WonderBuilds is one of the UK’s fastest-growing suppliers of premium roofing, waterproofing, and insulation materials. Based in London, the company has built a strong reputation for delivering high-quality products at competitive prices—with a customer-first mindset at the heart of everything they do.

But as sales volume increased and operations scaled, WonderBuilds ran into a familiar roadblock: accounts receivable. Manual invoicing, scattered client communications, and inconsistent follow-ups were slowing the finance team down and putting pressure on cash flow. The business needed a smarter, more structured way to manage collections, without compromising their commitment to customer service.

So, they turned to Kolleno for help.

The Challenges

As WonderBuilds expanded its customer base and scaled operations, the finance team faced increasing pressure to keep up with a growing volume of invoices and payments. What had once been a manageable process quickly became time-consuming and disjointed, putting unnecessary strain on internal resources and delaying incoming cash.

1. Manual and Time-Consuming AR Processes

Most of the accounts receivable process was handled manually. From sending reminders to reconciling payments and updating records in Xero, everything required hands-on attention. As invoice volumes grew, so did the number of follow-ups and the hours lost to repetitive admin. What’s more, there was no easy way to track which clients had been chased, when, or how often.

“It wasn’t sustainable,” said Dina Vaisman, Co-Founder of WonderBuilds. “We were spending far too much time chasing overdue payments manually.”

2. Delayed Payments and Cash Flow Constraints

Late payments weren’t just an inconvenience—they were holding the business back. Without timely cash inflow, it became harder to plan inventory, invest in product expansion, or forecast growth. Even high-value clients occasionally missed due dates. This wasn’t out of bad intent but simply because reminders were inconsistent or easy to overlook.

3. Limited Visibility into Client Payment Behaviors

There was no clear way to analyze patterns or spot risk early. Without real-time reporting, the finance team lacked visibility over how accounts were trending, which clients consistently paid late, or where escalation might be needed. Critical insights were buried in spreadsheets or locked inside disconnected systems.

4. Strained Client Communications

Without automated workflows in place, communication was inconsistent and reactive. Clients sometimes received late reminders or missed follow-ups altogether. And when they did respond, it often took time to locate the invoice in question or verify payment status—adding friction to the experience for both sides.

WonderBuilds needed more than a patch to their process. They needed a platform that could streamline communication and tighten up workflows. Most important, they needed to give the team full control over their receivables—all while preserving the positive relationships they’d worked hard to build.

The Solution

Why Kolleno Collections Management?

WonderBuilds needed more than a finance plug-in—they needed an end-to-end platform to bring structure and efficiency to their collections process. The goal was clear: reduce overdue payments, improve cash flow, and free the finance team from time-consuming manual work. But equally important was maintaining their customer-first ethos throughout.

To make that happen, they were looking for:

• Automated, consistent AR communications that didn’t require manual effort

• A centralized dashboard to track payment trends, aging balances, and team activity

• A seamless client payments portal to reduce friction and improve turnaround

• A robust integration with Xero to eliminate duplication and ensure data accuracy
  

After evaluating their options, Kolleno stood out not just for its features but for how well it fit into the way WonderBuilds already worked.

“We didn’t need another tool to manage—we needed a solution that would manage our AR for us,” said Dina Vaisman. “Kolleno delivered exactly that.”

What started as a need to reduce overdue invoices quickly turned into a broader operational breakthrough. With Kolleno in place, WonderBuilds didn’t just improve how they chased payments—they changed how their entire finance function worked.

By introducing automation and better integration into their AR process, the team unlocked measurable improvements. Speed and accuracy improved, while clients responded more consistently. Manual tasks disappeared. Follow-ups became structured. And for the first time, the finance team had full control over the end-to-end collections cycle, without relying on guesswork or spreadsheets.

Here’s how Kolleno delivered meaningful impact across every stage of the receivables process.

Automated AR Communication

Before Kolleno, every part of the collections process at WonderBuilds required hands-on effort. Chasing payments meant digging through emails, writing individual reminders, and logging outreach in spreadsheets—only to repeat the same cycle a few days later. This drained the finance team’s time and energy. What’s more, it meant there was little consistency in tone, timing, or follow-up cadence.

Kolleno’s automated AR communication turned the entire experience around. Using intelligent workflows, the platform sends timely, personalized reminders to clients based on invoice status, client behavior, and pre-set rules. That includes first-touch reminders, follow-ups, thank-you emails, and even escalation messages. 

The finance team no longer has to remember who was contacted last, or wonder if an invoice was overlooked. Everything is tracked and logged. Put simply, the system ensures that no account falls through the cracks.

This shift introduced much-needed structure. The team gained confidence knowing their outreach was consistent and effective. At the same time, they had the freedom to step in only when needed—such as handling sensitive conversations or resolving disputes. 

The result was faster client responses, fewer overdue invoices, and a more professional collections experience on both sides.

A Frictionless Payments Portal

For WonderBuilds, collections weren’t just delayed by client intent—they were slowed down by friction. Many customers, especially contractors and suppliers on the go, didn’t have time to dig through email threads looking for old PDFs or manually type in bank details to make a payment. These weren’t bad clients—they were busy ones. And the payment experience simply wasn’t designed to match the pace or expectations of a modern B2B buyer.

Kolleno’s frictionless payments portal changed that overnight.

Now, when an invoice is sent, the client receives a secure, personalized link to a branded payment page. There’s no need to call for details or ask for a copy of an old invoice. Everything is right there: balance, payment history, due dates, and the option to pay instantly. With full support for open banking and card payments, clients can choose the method that works best for them and settle invoices in just a few clicks.

This ease of use had a direct impact. Clients started paying faster, with fewer questions and delays. Payment-related queries dropped significantly, and finance team inboxes saw a noticeable reduction in requests like “Can you resend that invoice?” or “What’s your bank info again?”

“The payment portal has been a huge win,” said Mike Lurchenko. “It’s easier for our clients, and it’s made a noticeable difference in how quickly we get paid.”

The portal has elevated the overall payment experience—bringing professionalism, speed, and simplicity to a process that used to be filled with friction.

A Centralized Dashboard for Visibility and Reporting

Before Kolleno, gaining insight into accounts receivable was a time-consuming process. The finance team had to pull data from Xero, manually compile reports, and cross-reference spreadsheets just to answer basic questions: Which clients are overdue? Who needs following up? What’s our total exposure this month? The lack of real-time insight made it difficult to act decisively—or with confidence.

With Kolleno’s centralized dashboard, those frustrations disappeared.

Now, every key metric is presented in a single dashboard. The team can track balances, payment trends, credit risk, and client responses—all in real time. It’s no longer a matter of pulling reports at the end of the month. Instead, the team works with live data that’s always accessible.

This shift changed how the finance team works on a day to day basis. Instead of reacting to missed payments, they can get ahead of issues. And because the dashboard is fully integrated with communication tracking, team members always know what’s been sent, what’s pending, and what action to take next.

Managers finally had visibility into their team’s activity and collection performance. They no longer had to rely on fragmented reports or guesswork.

“It’s been transformative,” said Dina Vaisman. “We can finally see the full picture in real time, which means we make better decisions, faster.”

This visibility brought much-needed clarity and accountability across the entire receivables function.

Seamless Xero Integration

WonderBuilds has always relied on Xero to run its financial operations. However, on its own, it wasn’t built to manage the complexities of collections. Chasing payments meant bouncing between Xero and email, manually updating invoice statuses, and relying on spreadsheets to track who had paid and who hadn’t. The process was unsustainable. 

Kolleno’s native integration Xero integration changed all of that—seamlessly connecting both platforms and eliminating the need for manual data entry or reconciliation.

Now, as soon as an invoice is generated in Xero, it automatically syncs with Kolleno—complete with client details, due dates, and outstanding balances. From there, the collections process kicks in. Automated reminders are triggered and payment links are sent. All client activity is logged, without the team needing to lift a finger. Once payment is received, Kolleno updates Xero in real time, ensuring both systems remain perfectly aligned.

This tight, two-way sync gives WonderBuilds complete peace of mind. There’s no risk of chasing already-settled invoices, and no confusion about which system holds the most accurate data. Finance has one workflow from start to finish—fast, reliable, and entirely connected.

“Kolleno and Xero work beautifully together,” said Dina Vaisman. “It’s streamlined everything we do.”

For a growing company that depends on cash flow visibility and operational agility, this level of integration is essential. It allows the team to move faster and collaborate more effectively. Most importantly, they can make decisions based on real-time, accurate financial data.

The Onboarding Experience

For WonderBuilds, adopting a new AR platform needed to be as quick and seamless as possible. With a lean team and high daily invoice volumes, they couldn’t afford a drawn-out implementation process. Fortunately, Kolleno delivered exactly what they needed—efficiency from day one.

The onboarding was structured, yet also flexible. Kolleno’s team worked closely with WonderBuilds to tailor automation workflows, sync the platform with Xero, and configure the dashboard to reflect the company’s priorities. Setup was complete in a matter of days. In fact, the transition was so smooth that operations never skipped a beat.

“Kolleno’s onboarding was one of the easiest we’ve experienced. It felt like the system was built for us from day one,” said Mike Lurchenko, Operations Director at WonderBuilds.

Training was minimal by design—the platform’s intuitive interface meant that most of the team picked it up instantly. And where questions did come up, Kolleno’s support team responded quickly and proactively.

By the end of the first week, the team was saving time, reducing overdue payments, and feeling more in control of their receivables than ever before.

The Impact

In just a few short months, Kolleno helped WonderBuilds turn a fragmented, manual collections process into a streamlined, fully automated system. The result? Better cash flow, an enhanced client experience, and a more efficient team.

• 35% reduction in overdue payments
• 48% decrease in median days late
• 3x increase in client response rate

That being said, the transformation ran deeper than these metrics alone. The finance team now works with speed and clarity. Thanks to Kolleno’s task manager, it can focus on meaningful tasks instead of repetitive admin. With real-time visibility and automation doing the heavy lifting, the team became more proactive, more strategic, and more confident in their ability to manage receivables at scale.

Customer relationships improved as well. Clients now experience timely, professional communication. They can submit payments through an easy-to-use self-serve system. Internally, everyone—from finance to operations—operates from the same set of real-time data. This makes collaboration smoother and decisions sharper.

“Kolleno hasn’t just improved how we collect—it’s changed how we work. It’s given us back time, control, and visibility across the board.”

– Dina Vaisman, Co-Founder at WonderBuilds

Ready to Transform Your Accounts Receivables?

Book a demo today to see how Kolleno can automate your collections, simplify payments, and give your finance team the visibility it needs to thrive.

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