Outstanding invoices. Automatically collected.
An expert witness firm lost track of thousands of open invoices. We built a system that collected 80% of them in 2 months. Fully automated.
The Problem
Excel, emails, hope. That was the process.
Thousands of invoices. Scattered across spreadsheets, email inboxes, and accounting software. Nobody knew which claims were overdue. Nobody knew who was responsible. And nobody knew whether the last reminder went out two weeks or two months ago.
The result: money left on the table. Not because clients refused to pay. Because nobody followed up. The manual effort was too high, visibility too low, and priorities unclear.
The company didn't need another tool with a hundred features. It needed a system that does one thing perfectly: make outstanding invoices visible and collect them systematically.
The Solution
A system that follows up. So you don't have to.
We built a custom management cockpit that centralizes and automates the entire accounts receivable process. From CSV import to payment.
Every invoice is automatically assigned to a workflow, responsibilities are clearly distributed, and the system escalates on its own when deadlines pass. No manual follow-ups. No forgotten reminders. No gaps.
The Results
Numbers that speak for themselves.
80%
of outstanding invoices collected
within 2 months
60%
less manual effort
through automated workflows
100%
transparency
over status, deadlines, and ownership
$0
recurring license costs
no SaaS fees, no per-seat pricing
How It Works
Four steps. Zero chaos.
Import
Invoice data is uploaded via CSV in seconds. German number and date formats? Automatically detected and parsed. Duplicates? Skipped.
Assign
Every invoice automatically receives a status, a due date, and an assigned team member. Clear ownership from day one.
Follow Up
Tokenized forms are sent automatically to insurers, lawyers, or adjusters. Reminders are dispatched on schedule. The system escalates on non-response. All without manual intervention.
Report
A KPI dashboard shows the current state in real time. Weekly email reports. CSV export for deeper analysis. Every status change is logged in an immutable audit trail.
What the System Does
Built for reality. Not for the demo.
Configurable Workflows
Every case follows a defined process. From 'Newly imported' to 'Completed'. Status transitions are validated and fully traceable.
Automated Reminders
A daily cron job checks open forms, sends reminders, and escalates overdue cases. Without anyone having to think about it.
Four-Dimensional Tracking
Every invoice is tracked across four independent status axes: workflow, communication, finances, and risk. Full transparency, zero blind spots.
Immutable Audit Log
Every status change is recorded in an append-only event log. Full traceability for internal reviews and external compliance.
Tokenized Forms
External recipients receive time-limited links to respond in a structured way: payment initiated, clarification needed, or rejection. No email ping-pong.
Reporting on Demand
Role-based KPI overviews, weekly email reports, and CSV export. All relevant data, prepared and instantly available.
Technology
Solidly built. Easy to maintain.
The system is built on a clean Hexagonal Architecture with Domain-Driven Design. Business logic is fully decoupled from infrastructure. That means maximum testability, easy maintenance, and fast extensions.
The tech stack: TypeScript, Node.js, React, PostgreSQL, and Tailwind CSS. Hosted on cloud infrastructure. No exotic dependencies, no vendor lock-in.