# Case Study - Invoice Chasing Automation for an Accountancy Firm | Colossal

Source: https://colossal.nz/case-studies/invoice-chasing/

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# Reducing debtor days by 40% with automated invoice chasing

 Industry Accountancy and Professional Services

 Focus Debtor management, cash flow, invoice collections

 Service AI Automation - Custom Integration

 40%

 Reduction in average debtor days

 Automated

 All routine chasing sequences

 Partners only

 Involved at escalation stage

 Real-time

 Full debtor status visibility

## Nobody wanted to make the call

 This firm had clients at 60, 90, even 120 days overdue. Not because they were refusing to pay. Because nobody had chased them properly. Chasing invoices felt uncomfortable. Staff found reasons to deprioritize it. Partners knew the outstanding balances were a problem but were reluctant to push on long-standing client relationships. The practice was carrying significant unpaid revenue and doing nothing consistent about it.

 The other issue was visibility. There was no consolidated view of what was outstanding, how long each invoice had been overdue, or whether any follow-up had been attempted. Some clients had been chased once and quietly dropped. Others had not been contacted at all. Collection depended entirely on whoever happened to notice.

## What the automation handles

 Day 7 after an invoice is due: a warm, professional reminder goes out automatically. Day 14: a firmer follow-up. Day 21: the relevant partner is flagged with the full history: invoice amount, days outstanding, communications sent, and a suggested next action. Nobody writes these messages. Nobody decides when to send them. They go out for every invoice, every time, without anyone on the team initiating it.

 A live dashboard shows every outstanding balance across all clients: amount, days overdue, and where each invoice sits in the sequence. Partners see only what genuinely needs their attention. Everything else runs.

## What it changed

- Average debtor days reduced by 40% within the first three months
- Staff completely removed from first and second-stage chasing

 The partners still make calls when a client relationship warrants it. The difference is they are choosing to, not reacting because something slipped through.

## Want to improve your collections without the awkwardness?

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