Invoice follow-up for wholesalers and B2B distributors
In wholesale, outstanding balances are the lifeblood: you deliver at 30 or 60 days to clients who reorder weekly, and collection always comes after the next sale. The agent chases every invoice by its real due date, with invoice and delivery notes attached, and warns the rep before the account gets blocked.
In your day-to-day
- 01
Due-date reminders with invoice and delivery notes attached, sequence adapted to the client’s history.
- 02
Flagging of clients sliding from 30 to 60 days, reported to the territory rep before their next visit.
- 03
Alert before account blocking when the balance nears the insured ceiling, so you arbitrate instead of react.
A typical scenario
An industrial-supplies wholesaler bills €12M a year to 900 account clients; outstanding balances hover around €2M and collection happens on Friday afternoons, when time is left over.
- 01
On Monday the agent has digested the weekend’s ledger: fourteen accounts fall due this week, and the pre-due-date emails are ready with invoice and delivery notes attached.
- 02
A construction client disputes two lines on a €40,000 invoice — the agent isolates the disputed lines, keeps chasing the uncontested balance and opens the credit-note file for order processing.
- 03
On the 25th, the list of accounts to declare to the credit insurer before the waiting period closes is sitting in the manager’s inbox, each file with its history.
What changes
Collection stops being the Friday-afternoon adjustment variable. Balances are managed account by account, and reps walk into client visits knowing exactly where the account stands.
Order of magnitude
Working assumptions
- →€12M billed on payment terms — roughly €33,000 of cash tied up per day of collection delay
- →systematic follow-up at D+3, instead of the D+15 observed when collection queues behind order processing
Shaving 4 to 5 days off DSO — the typical effect of follow-up that never gets skipped — frees in the order of €130,000 to €160,000 in permanent cash.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
Orders arrive by email, WhatsApp and phone — and get retyped by hand into the ERP, with the errors that come with it.
- →
Client balances slip because collection comes after order processing, and the rep discovers the blocked account in front of the client.
- →
Supplier shortages and backorders surface at picking time — too late to offer an alternative.
How it works
- 1
Plugged into your invoicing
The agent reads your existing tool — invoicing, accounting, ERP — with no migration and no double entry. It knows every invoice, its due date and its history.
- 2
Written reminders, not templates
Each reminder is written for that client: friendly for a good payer one week late, firm and documented by the third notice. You approve the policy once; the agent applies it.
- 3
Escalation and audit trail
Sensitive account, dispute, large amount: the agent hands over to a human with full context. Every action is logged, every euro recovered is attributed.
Typical results
-30%
average collection delay, typical order of magnitude
100%
of overdue invoices chased, no exceptions, no oversights
0 h
of human time on first-level reminders
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Does the agent respect our credit insurance and per-client ceilings?+
Yes: ceilings — insured or internal — are configured at go-live, and the agent alerts as the balance approaches them. The decision to block or cover stays yours.
Can it handle receiving disputes that block payment?+
It detects when a client invokes a dispute — shortage, breakage, price error — pauses collection on the affected line and hands the file to order processing with references. Collection resumes once the dispute is settled.
Is this the problem eating your team’s time?
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