PayWise

The challenge

Before

A B2B professional services firm was generating invoices manually in Word, sending them via email, and chasing payment via phone calls when due dates passed. The billing cycle took 3 days every month. Late payments were the norm — 40% of invoices were paid after the due date. The finance team had no real-time view of outstanding receivables, and reconciliation at month-end required cross-referencing bank statements against a spreadsheet of manually tracked payments.

• Invoices created manually in Word and sent via email — 3-day monthly billing cycle
• No automated payment reminders — late payments chased manually by phone
• 40% of invoices paid after due date — chronic cash flow issues
• No client self-service payment portal — payment required bank transfer with manual reference
• Finance team reconciling payments manually against bank statements every month
• No real-time AR visibility — outstanding balance only known at month-end
• No recurring billing for retainer clients — manual invoice every month

The solution

What we built

We built an automated billing platform with invoice generation from service records, automated payment reminder sequences, an online client payment portal (GCash, Maya, credit card, bank transfer), and automatic reconciliation when payments are received. Retainer clients are on automated recurring billing — invoices generate and send without staff involvement. Finance sees real-time AR aging and cash flow projections at any time.

How the system flows

1. Service Record→Invoice Auto-generation→Client Email Delivery→Payment Portal Link
2. Due Date Approach→Reminder Sequence (7 days, 3 days, 1 day, overdue)→Escalation Flag
3. Client Payment Portal→Payment Selection (GCash / Maya / Card / Bank)→Confirmation→Auto-reconciliation
4. Retainer Client→Monthly Auto-billing→Invoice→Payment→Ledger Update
5. Finance Dashboard→AR Aging→Outstanding Balance→Cash Flow Projection→Collection Report