Between service obligations and resource constraints

City administrations, municipalities, and citizen service offices serve citizens every day. They provide services, issue fees or cost notices – from registration certificates and special-use permits to administrative services for businesses. Yet in practice, one recurring issue remains: services have been delivered, invoices issued – but payment has not been received.

What is missing? Usually not the willingness, but time. Manual tracking of incoming payments, sending payment reminders, or dunning notices is perceived in many municipalities as too complex, time-consuming, and staff-intensive – and is therefore often neglected. The result: outstanding receivables and lost revenue that should already have been recorded.

But it does not have to stay that way. With KLEVERBILL, public institutions have a digital tool that automates, simplifies, and secures the entire process – from invoicing through payment control.

Challenge: Lack of resources for payment follow-up

In many municipal institutions, the situation is similar:

• Services are delivered and documented correctly

• Invoices are created, but not followed up consistently

• Incoming payments must be checked manually

• Dunning notices or payment reminders are rarely or never sent

• Administrative staff are overburdened, and the topic slips into the background

Although the potential in outstanding receivables is enormous, there is often a lack of time, capacity, or digital infrastructure to act systematically and efficiently. As a result, valuable revenue is lost – revenue that is urgently needed for day-to-day operations or investments in municipal projects.

The solution: With KLEVERBILL toward greater efficiency, revenue security, and time savings

KLEVERBILL is a digital solution that is specifically applicable to the public sector. It enables municipalities, city administrations, and citizen service offices to manage their invoicing and dunning processes simply, securely, and automatically – without any additional staffing effort.

The application is intuitive and can be started directly after an invoice is created. This turns what was previously a manual task into a fully automated process that secures revenue and relieves administrative staff.

What KLEVERBILL delivers for administrations and citizen service offices

1. Invoice sending in just a few clicks – including by mail

   Whether standard fee or individual service: After creation, each invoice can be sent digitally or by mail – directly via KLEVERBILL, without a printer or envelope.

2. Automatic monitoring of incoming payments

   The system independently detects whether and when a payment has been made – and automatically reminds you if payment is overdue.

3. Sending payment reminders and dunning notices

   If payment does not arrive, KLEVERBILL automatically sends a payment reminder or a formal dunning notice – by email or mail upon request.

4. Ideal also for individual services

   Have you provided a customized service? With KLEVERBILL, you can create and send an invoice immediately afterward – quickly, in compliance with legal requirements, and professionally.

5. Legally compliant communication with citizens and businesses

   KLEVERBILL ensures structured, traceable communication – transparent, reliable, and documented.

6. Transparent overview of all open and paid items

   All invoices, payments, and reminders are centrally visible – without piles of paper or cumbersome file management.

7. Resource efficiency in day-to-day administration

   Your employees no longer have to manage manual dunning runs – they can focus on the actual service delivery.

8. Use from anywhere – ideal for mobile or decentralized teams

   Thanks to cloud technology, KLEVERBILL can be used from any location – also for smaller satellite offices or citizen service offices.

9. Secure and GDPR-compliant

   KLEVERBILL meets all data protection requirements and is prepared for the specific demands of the public sector.

10. Introduction without extensive training

    The user interface is intuitive, so administrative staff can adopt the system quickly and without difficulty.

Why act now?

Many municipalities are under financial pressure. Rising expenses combined with stagnating revenues make it necessary to consistently leverage all available revenue potential. And that starts with the securing of payment for services already rendered.

If invoices remain unpaid even though the service has already been provided, this does not only create additional administrative effort – it also causes real revenue loss. KLEVERBILL helps prevent exactly that.

Conclusion: With KLEVERBILL, revenue protection becomes automatic

The digitalization of administration is a key lever for ensuring the future viability of public services. With KLEVERBILL, you have a tool that addresses exactly where many administrations have structural gaps: in the consistent, automated, and legally compliant handling of outstanding receivables.

Whether citizen service office, finance department, or administrative office – with KLEVERBILL you gain:

• More time for important tasks

• More revenue security through automated payment reminders

• More transparency in your financial administration

• More professionalism in dealing with citizens and businesses

Get a free consultation now – and secure revenue

Would you like to find out how your city, municipality, or authority can also benefit from KLEVERBILL? Then arrange a non-binding consultation with our team now.