AR Workflow Customer Stories

Keystone Cuts Overdue Payments by 71% in 63 Days

Keystone Emergency Services, a specialist in water, fire, and mold damage restoration, faced increasing challenges as their client base expanded. With delayed payments from insurance companies, invoices frequently aged over 78 days. The manual follow-up process for overdue invoices was inefficient, impacting the AR team’s productivity and causing significant cash flow issues.

Britney Keller

Keystone Emergency Services

Key Results with AR Workflow

71% reduction in overdue payments

Keystone dramatically reduced overdue invoices, improving cash flow and enabling smoother business operations.

17 hours saved per week

Automation of follow-ups and payment tracking saved the AR team significant time each week, allowing them to focus on higher-priority tasks.

45% of payments moved online

Keystone transitioned 45% of its payment mix online, streamlining collections and reducing reliance on manual processes.

Keystone Emergency Services

Employees

35

AR Team

2

The Challenge

Keystone Emergency Services faced prolonged payment delays, particularly with insurance claims, where invoices often aged beyond 90 days. This created cash flow problems that made it difficult to cover operational expenses and plan for future projects. Without a centralized system for managing AR, the team struggled with manual follow-ups, leading to inefficiencies and missed payment opportunities.

We were constantly behind on payments, and it was affecting our ability to grow. We needed a more efficient system to manage accounts receivable.

- Owner, Britney Keller

Why They Chose AR Workflow

Keystone Emergency Services opted for AR Workflow to automate their AR process and reduce manual workloads. AR Workflow offered the following features that aligned with Keystone's needs:

Automated payment reminders: Automated reminders were sent via email and SMS, reducing the manual effort required for follow-ups.
Centralized tracking and real-time visibility: A dashboard provided a clear view of outstanding invoices, making it easier for the AR team to manage payments.
Task automation: Overdue invoices were automatically assigned to team members for follow-up, minimizing missed payments.
Client portal: Enabled clients to view and pay their invoices online, simplifying the payment process and reducing AR team involvement.

AR Workflow has drastically reduced the time we spend managing overdue invoices. We’re getting paid faster and can now focus on scaling our business instead of chasing payments.

- Owner, Stephanie Phillips

Implementation Process

AR Workflow was implemented in less than a week, with the system customized to Keystone’s requirements. The process included:

Automated follow-ups: Email and SMS reminders were automated to ensure timely communication with clients about overdue payments.
Real-time dashboard: The AR team gained full visibility into all outstanding invoices and client interactions, prioritizing follow-ups more effectively.
Client portal: A self-service portal allowed clients to access and pay their invoices online, reducing the need for manual intervention from the AR team.

The AR Workflow setup process was seamless, and we saw immediate improvements in our payment timelines.

- Owner, Britney Keller

Results After 60 Days

Sixty days after adopting AR Workflow, Keystone Emergency Services achieved significant results:

71% reduction in overdue payments: The automated follow-up system reduced overdue invoices by 71%, greatly improving cash flow.
17 hours saved per week: The AR team saved 17 hours each week, thanks to automation of follow-ups and improved payment tracking.
45% of payments moved online: Keystone successfully transitioned 45% of its payments online, reducing manual processes and speeding up collections.

AR Workflow has completely transformed how we manage our accounts receivable. We’re getting paid faster, and our team is more productive.