How kölbl fully automated the dunning process with KLEVERBILL
About kölbl
kölbl is an established company in wholesale fruit and vegetable trade with a high daily transaction volume and a wide range of customer groups—from food service and hospitality to retail and bulk buyers.
Due to the large number of invoices, recurring orders, and individualized payment terms, structured, fast, and reliable receivables management is essential to the company’s success.
Initial Situation
“Before introducing KLEVERBILL, our entire process—from invoice dispatch to dunning—was highly fragmented and largely manual. Payment reconciliation and the tracking of outstanding receivables were particularly time-consuming and prone to errors.”
The challenges at a glance:
High manual effort in invoicing and dunning processes
Lack of clarity in tracking different customer groups
Time-consuming payment reconciliation
Lack of an end-to-end process chain extending to debt collection
High workload for accounts receivable accounting
Requirements & Objectives:
Seamless integration into existing systems via API
Automated control of the dunning process based on customer groups
Automated payment reconciliation with a high match rate
Clear transparency over outstanding receivables
Efficient handover to debt collection
Significant reduction in manual effort
Solution with KLEVERBILL
Kölbl has fully integrated KLEVERBILL into its existing system landscape via API and now leverages a seamless end-to-end solution for receivables management.
1.
Automated Invoice Dispatch
2.
Automated, customer group–specific dunning system
3.
Automated Payment Reconciliation
4.
Intelligent matching suggestions for incorrect payment information
5.
Structured handover to debt collection
Implementation & Integration
The integration was completed quickly via the API without disrupting ongoing operations. All processes—from invoice dispatch to payment reconciliation and dunning logic—were cleanly digitized and automated.
Payment reconciliation now achieves a match rate of up to 97%. The remaining cases are resolved quickly and efficiently using intelligent matching suggestions.
Since the introduction of KLEVERBILL, Früchte Kölbl has achieved significant efficiency gains
Reduced manual effort across the entire process
Automated allocation of incoming payments
Savings in accounts receivable accounting
Additional benefits at a glance:
Fully automated process chain from invoice dispatch to debt collection
Transparent overview of all outstanding and paid receivables
Structured decision-making basis prior to handover to debt collection
Opportunity for a final customer-friendly contact before escalation
Debt collection & legal enforcement
At the end of the process, only a small portion of receivables remain unpaid. These are prepared within the system and submitted to Früchte Kölbl for final approval.
This gives the company full transparency over:
Which customers repeatedly fail to pay
Which cases should be addressed internally once again
When it makes sense to hand a case over to debt collection
After up to five payment reminders in total, the case is handed over—if necessary.
Debt collection is handled via S/F/G Forderungsmanagement and transferred directly to a specialized law firm. Each case is:
Customer-focused
Professional
And initially handled out of court.
If no agreement is reached, the claim is enforced through legal action based on the applicable terms and conditions and the services rendered.
Conclusion
With KLEVERBILL, Kölbl has fully transformed its receivables management—from a fragmented, manual process to a highly automated, integrated solution.
The combination of:
1.
Automated accounting
2.
Intelligent payment reconciliation
3.
Differentiated dunning process
4.
Seamless legal debt collection
results in maximum efficiency, high transparency, and a sustainable reduction of organizational workload.
KLEVERBILL now enables Kölbl to focus on its core business—while maintaining optimally managed liquidity and minimal administrative effort.