Saving 95 Hours a Month: How ProRestore Automated AR and Cut Payment Delays by 67%

ProRestore Services

ProRestore Services, a trusted provider of disaster restoration solutions, has specialized in water, fire, and mold damage restoration for residential and commercial clients for over two decades. With a growing business, ProRestore faced increasing cash flow challenges, exacerbated by delayed payments from customers and insurance companies. These payment delays constrained their ability to reinvest in the growth of the business and maintain operations smoothly.

John-Lukens

John Lukens

ProRestore Services

Key Results with AR Workflow

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67% reduction in payment delays

ProRestore slashed their average payment delays from 94 days to just 31 days, significantly improving cash flow and operational efficiency.

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95 hours saved per month
(12 days per month)

Automating follow-up tasks with AR Workflow saved the AR team 95 hours every month, allowing them to focus on higher-value tasks.

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33% reduction in overdue invoices

Invoices overdue by 61 days or more dropped by 33% within the first 90 days, improving overall collection timelines.

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ProRestore Services

Employees

78

AR Team

3

The Challenge

ProRestore's accounts receivable (AR) process was fully manual, leading to significant delays in payments and cash flow instability. Their small two-person AR team was spending more than 67 hours per month manually following up on invoices, with payment delays exceeding 90 days, especially from insurance companies. Managing these collections via spreadsheets made it difficult to track outstanding invoices, follow up systematically, and forecast cash flow. This inefficiency left ProRestore in a reactive state, scrambling to manage receivables and putting pressure on day-to-day operations.

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We were spending way too much time chasing unpaid invoices. Some went unpaid for over 180 days, which seriously impacted our cash flow and ability to grow.

- CEO, John Lukens

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Why They Chose AR Workflow

After considering multiple AR automation platforms, ProRestore selected AR Workflow for its comprehensive, user-friendly features designed to automate key AR tasks. AR Workflow’s ability to send automated reminders via email and SMS, provide real-time dashboards, and integrate with ProRestore’s existing Quickbooks Online account made it the clear choice.

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    Automated reminders: Email and SMS reminders were sent automatically, improving payment timelines.

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    Real-time dashboard: This provided full visibility into outstanding invoices, overdue accounts, and next follow-up actions.

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    Task automation: The ability to assign overdue invoices to specific AR team members for immediate follow-up.

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    Client self-service portal: Clients could access, view, and pay invoices online, streamlining the payment process and reducing manual intervention.

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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

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Implementation Process

The implementation process with AR Workflow was fast and efficient, taking less than 1 day to get fully up and running. The AR Workflow team worked closely with ProRestore to customize the platform according to their specific needs. This included configuring automated workflows for sending reminders before and after due dates, setting up escalation rules for overdue invoices, and integrating AR Workflow with their existing QuickBooks Online account. The implementation ensured minimal disruption to ProRestore’s operations and allowed the AR team to quickly start benefiting from the new system.

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The setup was seamless, and within 1 day we were fully automated. The AR Workflow team was supportive throughout the process.

- CFO, Adam Berry

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Results After 3 Months

Three months after implementing AR Workflow, ProRestore experienced significant improvements in their AR processes, resulting in faster payments and greater operational efficiency.

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    67% reduction in payment delays: The average payment delay dropped from 94 days to just 31 days. Automated follow-ups and SMS reminders played a major role in accelerating client and insurer responses.

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    95 hours saved per month (12 days per month): By automating the follow-up process, ProRestore’s AR team saved over 95 hours each month, allowing them to focus on more strategic tasks such as improving customer relationships and financial planning.

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    33% reduction in overdue invoices: Invoices overdue by 61 days or more decreased by 33% within 3 months of using AR Workflow, leading to improved cash flow predictability.

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AR Workflow has completely transformed how we handle receivables. We no longer waste time chasing overdue invoices, and our cash flow has become much more predictable.

- CEO, John Lukens