PayWise — Automated Billing & Payments Platform
From manual invoicing and late payment chasing to automated billing and payment collection for a B2B services firm.
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The challenge
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.
Before
- 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
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.
Core workflow connections:
- Service Record → Invoice Auto-generation → Client Email Delivery → Payment Portal Link
- Due Date Approach → Reminder Sequence (7 days, 3 days, 1 day, overdue) → Escalation Flag
- Client Payment Portal → Payment Selection (GCash / Maya / Card / Bank) → Confirmation → Auto-reconciliation
- Retainer Client → Monthly Auto-billing → Invoice → Payment → Ledger Update
- Finance Dashboard → AR Aging → Outstanding Balance → Cash Flow Projection → Collection Report
Late payments reduced by 70%
Automated reminder sequences delivered at the right intervals moved the majority of clients to on-time payment — without any manual follow-up from the finance team.
Monthly billing cycle collapsed from 3 days to near-zero
Invoice generation, delivery, and reconciliation are now automated. The finance team reviews exceptions rather than running the full process.
Real-time AR visibility
Finance leadership sees outstanding invoices, overdue amounts, and cash flow projections in real time — not at month-end after a reconciliation exercise.
Need automated billing and payment collection for your B2B business?
We build automated invoicing, billing, and payment collection platforms for professional services firms, agencies, and B2B SaaS companies — online payments, reminders, and reconciliation included.