Categories / Invoicing/
Staffing agency: Upflow A/R workflows cut overdue balance 49%
A staffing agency cut overdue balances 49% and DSO from 46 to 37 days with segmented reminder workflows that mix automatic emails and manual calls.
- Task
- replace "send invoices and hope" with segmented automated collections
- Result
- DSO 46 → 37 days (−20%); total overdue −49% and 61+ day overdue −58% in under a year; ~175 automated emails/month saving ~15 hours/month; 24% of follow-ups still manual
- Tools
- Upflow + QuickBooks
- Setup
- segment customers → workflows mixing automated emails, manual call checkpoints and certified-letter steps → touch every 15–30 days → auto hold on delinquent accounts to stop new placements → loop in business-development owner when clients go silent
Step-by-step setup guide + copy-paste prompt
Step-by-step setup (paths from Upflow docs, "Step 5 – Configure workflows")
Step 1. Create the workflow. In Workflows, create a workflow with a clear name (for example "Standard collection"). Use customer-level for overdue chasing, or invoice-level for pre-due reminders.
Step 2. Set the spacing. Set a minimum contact delay (5 days is a good start; no reminders go out on weekends). Use Contextualized first-action logic if customers are already overdue.
Step 3. Add actions. Mix automatic emails (5 days before due, 7 and 30 days after) with manual call or letter steps for escalations. Set the assignee, sender (billing alias) and recipient for each.
Step 4. Test. Send yourself test emails, then pilot with 5–10 customers. Check upcoming actions in Actions → All.
Step 5. Assign it. Roll out in bulk or with Smart Rules by segment, and loop in the account owner when a client goes silent.
Copy-paste prompt
Write 4 collection emails (pre-due, 7 days late, 30 days late, final notice before account hold) for {{company}}. Polite, short, with [invoice], [amount], [pay link] tags.Sources
- Upflow: Carver. Credit: Carver, Atlanta (vendor-published).
- Setup paths: Upflow docs: Configure workflows & automation.
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