Receivables management

Sustainable financing with fast receivables management processes

Deficient or late fulfillment of issued invoices might endanger the fundamental operations of any business. In order to ensure sustainable financing, it is of key importance to record and manage all receivables that may rise.

 

Why choose this receivables management solution?

xFLOWer is a robust and mature cloud based workflow and business process management solution with receivables management functionality. Its development started more than 18 years ago, and it evolved through the years based on international business experience and the actual needs of business leaders throughout Europe. Contrary to other receivables management systems, xFLOWer is not only an invoice archive, in which statuses and deadlines can be administered, but a much more comprehensive, yet easy to use receivables management system with comprehensive workflow capabilities. 

 

Process based receivables management

xFLOWer Cloud receivables management module records payment deadlines and sends automatic alarms to predefines persona in case the deadlines are missed and the payment is not made. Furthermore, the module is able to send demands for payment automatically and report the payment statuses to the finance department. The module analyzes data from the financial system based on predefined analysis criteria. It is possible to create complex activity chains, therefore different receivable management processes might start for VIP customers, regularly non paying customers, and so on.

 

decreased administrative workload

xFLOWer receivables management module efficiently decreases administrative workload related to payments management. Based on the advanced business process and document management capabilities of the system, any receivables management process run fast with automated process steps included as needed and possible. The task management function always identifies the following steps in all processes – which can be assigned to administrators. The system is also able to set up deadlines, based on predefined criteria and it inspects the completion of tasks within the deadlines.

 

document management

Thanks to its advanced document management capabilities, xFLOWer is able to automatically create documents based on predefined templates and send them as e-mails or e-mail attachments automatically. Therefore, non – paying customers can be warned automatically about their debts. Of course, different customer types can receive different messages eg. VIP customers receive different e-mails than constant non-payers and so on. Also, based on different segmentation criteria, certain customer groups might be included in different receivables management processes. For example, if a customer already received an e-mail, but still did not pay does not receive another e-mail, but his case is forwarded to the customer care department, and he receives a phone call instead.

 

WORKFLOW framework

 

The xFLOWer receivables management module is part of the xFLOWer process management framework, including the most required business processes and data sets predefined. Although, all these predefined values can be tailored and expanded as needed during the implementation period or anytime later!

xFLOWer receivables management is a cloud based solution, however it "only" provides a framework to create a business environment for your company - one in which you don't have to change your systems and operations frequently. Check out the xFLOWer product range - you can access all these features anytime: if you need any of it now, it is available, if it will be needed later, implementation into your existing xFLOWer instance will be flawless.

 

 

Receivables management processes

In the xFLOWer receivables management module, everything is controlled by business processes to which documents are attached. The processes are guiding all colleagues step by step through the administration tasks, so it is not possible to omit any required step of receivables management processes.

Receivables management processes do not end by sending alarms regarding late payments or overdue invoices. xFLOWer manages the whole process – might forward cases to debt collector or even manage the activities of exaction processes. Beyond all this, any business process can be managed in xFLOWer. The systems abilities are including but not limited to the following process examples:

Of course, you are free to decide what processes you use, however, we will suggest some processes to start with. Basic receivables management processes are all included by default.  All these processes can be tailored to your exact needs during the implementation period. In case you would like to use different processes, it is possible! Just have a look at all xFLOWer Cloud modules and find the processes that best fit your needs.

 

receivables data sets

xFLOWer receivables management module includes receivables data sets by default, however, you are free to decide what further types of data you want to store and manage. The possibilities are endless: store partners’ contact persons, premises, payment habits, or unique data types such as employees’ foot size, language knowledge, political relationships or the GM’s kids’ names - really whatever you may imagine!

In case you have existing data sets in different systems, it is possible to establish interface connections to these systems. Hence, there's no need to re-enter existing employee data into xFLOWer during implementation.

In case you need different data sets, not only a customer database, it is also possible with xFLOWer. Create data sets for HR, real estate, receivables, accessories, partners or anything else. Business  processes will always be attached to the appropriate data set.

 

Practical use

The below example shows a simple process for manageing overdue payments.

  1. Identification of payments due – the module monitors data in the financial system to identify receivables due or overdue payments. Before the payment deadline the module might send payment notices to customers.
     
  2. Deadline expired – If the module identifies an expired payment deadline, it might send a demand for payment.
     
  3. in case the customer does not pay for the deadline defined in the demand for payment, the module alerts the financial and legal departments.
     
  4. After approval from the above departments, the module forwards the demand to a credit management partner or department.
     
  5. The module monitors the credit management process and sends timely reports about its status to the assigned business leaders.

 

Ready to use solution

Even the best system can’t provide a complete solution if operational processes are designated erroneously. For this reason, ready – made processes based on international best practices are integrated into all xFLOWer modules, which ensure professional organization of work from the first moment of usage. This unique feature enables business leaders to redefine operational processes solely by appointing coworkers for certain tasks – the rest is done by xFLOWer.

xFLOWer Cloud receivables management module contains all the above features and enables the definition, management and automation of all operational processes regardless the number of processes, users of documents involved. By automating certain tasks, resources are freed within the organization, hence saving costs, time and energy for your enterprise. Therefore the company is enabled to focus on sales, clients and the constant development of its core competence to retain its competitive edge.