(00:00)
Welcome everyone, thank you all for joining us today on today’s webinar. We’re talking about structuring accounts receivables for scalability. Good morning to everyone joining from Australia, and good afternoon if you’re joining from New Zealand. I am Jane Evio, Chief Revenue Officer here at ezyCollect, and with me is our guest speaker, Nana—known as our queen of cash and Head of Finance and Business Insights.

Nana: Thanks, Jane Evio! Hi everyone, super excited to be here.
Jane Evio: Amazing, and what can our guests and audience expect from this webinar today?

(00:42)
Nana: Today we’re going to break down why scalable accounts receivable processes are essential for growing businesses and how to build one that runs seamlessly. We’ll also wrap up with a quick look at our educational project designed for everyone to access and benefit from.

Jane Evio: Amazing. Yes, so a few topics that we’re going to cover today. We’re going to make it really fun and interactive. Just a few webinar housekeeping notes for our audience: this is a listen-only webinar, but please interact with us. You can use the little chat box there.

(01:18)
Actually, let’s test that a little bit: where are you all joining us from? Nana and I are based in Sydney, but we’d love to hear if you’re joining us from Sydney, Melbourne—please try and chat there to make sure you can hear us and can interact with us in the chat. Amazing, we can see some from Melbourne there, fantastic. Melbourne again, and we have some from New Zealand as well. Amazing. Oh, hi Fiona from Sunshine Coast. We have Brisbane, Newcastle—this is exciting, we have people from everywhere in Australia.

We’re also going to have Q&A at the end of this, so there’s a little Q&A button there. You can pop your question along the way while we go through the different topics, and we’ll either address them on the spot or towards the end.

(01:48)
Alright, so I guess let’s get started now. The very first question here for you, Nana, is: why does accounts receivable scalability matter so much? Why?

Nana: Imagine your business as a car—cash flow is the fuel that keeps it moving. A scalable accounts receivable process keeps the fuel flowing smoothly by reducing delays in invoicing, collections, and reconciliation, so no more waiting on payments to pay your suppliers or employees. You can even have reserve cash to reinvest in growth.

Jane Evio: That’s really good to know. But now let’s look at it from a different angle—what happens if a business doesn’t have a system in place or doesn’t build a scalable AR system?

(02:29)
Nana: The harsh reality is that a non-scalable AR process can hold your business back at every stage of growth, creating a domino effect plus operational bottlenecks. If you’re still relying on manual invoicing and chasing, your team will be bogged down in administrative tasks rather than focusing on strategic initiatives. They’re spending time on things that can be easily automated.

Secondly, there are cash flow challenges: in fact, 81% of businesses reported an increase in delayed payments as of June 2024. We all know that has a tremendous impact on operations. Because of that financial pressure, when payments are delayed, you often need to rely on credit to bridge the gap, accruing interest and putting your financial health at risk—hardly the foundation for sustainable growth.

(03:05)
Jane Evio: Yes, speaking from a CRO hat, we talk about getting sales, but you remind us to make sure we have the cash in the bank. That’s a very big lesson for all of us on the team at ezyCollect.

Nana: That’s the mentality I want the whole team to have. If we don’t follow a proper scalable AR process, that stunts growth, which we don’t want. Inconsistent cash flow makes it extremely difficult to seize new opportunities, like hiring the talent you want or funding a new purchase order. Without steady cash flow, you’re always playing catch-up.

(04:20)
Jane Evio: That really isn’t good for any business. It does sound like a nightmare. Don’t you think this is just a problem for big or large enterprises?

Nana: Definitely not. Even small businesses need a scalable AR system. The worst part is that fixing a broken AR process down the line is far more challenging than establishing it correctly from the start. But it doesn’t end there—90% of SMEs in Australia cite poor cash flow as the primary reason for business failure.

(04:58)
Jane Evio: Wow, 90%. That’s a big number. I can see the domino effect: if a customer can’t pay their supplier, then the supplier can’t pay their suppliers, and it’s just all downhill from there.

Nana: Absolutely. Think of it as running a marathon in shoes that are too small. Eventually, it’s going to slow you down and even stop you in your tracks.

Jane Evio: That’s really insightful, Nana. We definitely want to avoid those scenarios. What do you think are the key building blocks of an effective accounts receivable system that can easily scale?

(05:39)
Nana: It all starts with three fundamental elements:

Technology

Standardisation

Compliance

(06:15)
Jane Evio: Okay, let’s break them down.

Nana: First, technology. In today’s world, automation is absolutely key. In fact, 70% of companies report a positive impact of technology on their AR performance. But let’s be real: the cost of implementing and running these technologies can be substantial, so it’s crucial to ask: do you have the right ERP and AR systems in place? Are they well-suited to your business for at least the medium term—2 to 5 years?

Jane Evio: That’s a really good question to ask. Our audience should definitely reflect on this one because we talk to many customers who started with QuickBooks Online or Xero. As the business expands, sometimes those systems don’t grow with them, so they have to look for other vendors to integrate everything in one place.

(07:00)
Nana: Next is standardisation. Establishing clear, repeatable processes across your AR function reduces errors, streamlines operations, and ensures consistency. With standardised payment policies and collection workflows, you set customer expectations, simplify team training, and keep your AR function efficient as your business grows.

Jane Evio: It all starts with a good, simple process—standardising everything.
Nana: Exactly.

(07:35)
Nana: Finally, compliance. Your AR process needs to align with local and international regulations, from tax and industry standards to data privacy requirements. A simple yet powerful practice that’s often overlooked is record tracking—keeping a clear, accessible log of key actions, such as invoice issuance, payment promises, and receipts. This builds a strong audit trail and helps resolve disputes quickly.

Jane Evio: Good record-keeping is key, right? Thanks for sharing that. Anything else, beyond these three fundamental elements?

(08:15)
Nana: Yes, on top of these three fundamental elements, there are two more that can further elevate your AR process.

Jane Evio: Hang on a second—I’m excited about these next two things. Data-driven approaches and AI are such buzzwords. Before we dive into that, let’s do a quick poll for our audience. Have any of you implemented any AI or data-driven solutions in your accounts receivable process?

(08:54)
Jane Evio: We just popped a quick poll on your screen—click yes or no, we’d love to see what you’re doing today. Okay, I see the replies coming in. Wow, everyone has answered quickly! We can see about 89% of our audience hasn’t implemented AI or data-driven solutions. For some, it might be unclear what that even means, right? Nana, maybe you can give more information so people can start thinking about it.

Nana: Absolutely. It’s surprising, but here we go. Our fourth element is data-driven insights. This helps you understand what has happened in the past and what’s happening right now in your accounts receivable. They turn raw data into clear, actionable decisions. For example, you can spot payment trends based on historical data—maybe you identify patterns in customer behaviour, like seasonal delays due to public holidays—and then you adjust your collection strategies accordingly.

(09:31)
Nana: Next, data-driven insights can help you with customer segmentation. You tailor your approach depending on whether a customer pays late, early, or on time. This helps you prioritise effort where it actually counts, instead of wasting resources.

Jane Evio: That’s really good because it ties in nicely with your standardisation. Then you can look at VIP customers, good customers, or bad customers, etc. It’s important to personalise that.

(10:14)
Nana: Exactly. Lastly, data-driven insights help you monitor your AR performance by quantifying key metrics such as days sales outstanding (DSO), AR turnover ratio, or the collection effectiveness index (CEI). You can stay on top of your AR health. Side note—but super exciting—we’ll be releasing a comprehensive guideline on the top 10 AR metrics to monitor right after Easter.

Jane Evio: Sounds exciting, Nana. I love those metrics. You’ve mentioned a few already, and now we’ll get more. Moving on, how does that tie in with predictive analytics?

(10:56)
Nana: Last but not least, our fifth element is predictive analytics. At a high level, it’s using machine learning, AI, and statistical models to forecast outcomes such as cash flow, customer behaviour, and potential financial risks. It lets businesses move from being reactive to proactive in managing receivables.

Jane Evio: Can you dive deeper?

(11:30)
Nana: Sure. Here’s how it plays out in practice:

Risk assessment: Predictive analytics helps you identify high-risk accounts before they become a collection problem. You have early visibility, so you can decide upfront whether to onboard a customer or offer credit.

Payment forecasting: You can anticipate which customers are likely to pay late—and by how long—and take steps in advance to prevent potential challenges.

(12:08)
Nana: Next, cash flow projection: It gives you a clear view of expected inflows, helping you manage working capital more confidently.

Jane Evio: That’s very important for budgeting—especially if your business is planning to hire or invest elsewhere. You know where you can put your money.

Nana: Absolutely. It’s amazing for budgeting, especially since many businesses are in budgeting season right now or soon.

Finally, optimised collection strategies: Predictive analytics helps tailor follow-up flows, automate reminders, and improve overall recovery rates while reducing strain on your team.

(12:51)
Jane Evio: I love that. I’m always pro-technology and pro-predictive analytics. Reflecting on the poll, most of our audience doesn’t even have that. Do we really need both data-driven insights and predictive analytics? It sounds like a lot.

Nana: That’s a tricky question. Both are essential for modern AR management, but they serve different purposes. Data-driven insights analyse past and present data to help you make informed decisions. Predictive analytics takes it a step further, forecasting future scenarios so businesses can anticipate challenges and opportunities. Together, they give a complete picture—past, present, and future—letting you optimise for today and prepare for tomorrow.

(13:36)
Nana: At the start, I mentioned three fundamental elements: technology, standardisation, and compliance. If you nail those three, your AR foundation is in good shape. From there, it’s up to you whether to adopt data-driven insights or predictive analytics—or both—based on what best supports your business goals.

Jane Evio: Great points. Thank you. I hope our audience has those three in place already, and if not, hopefully we can help as we move forward. Those two additional elements are very beneficial.

(14:19)
Jane Evio: We’ve covered these essentials. Let’s talk about where people can learn more. I know you’ve been working on this—tell us about the ezyCollect Academy.

Nana: ezyCollect Academy is our free resource hub designed for everyone, from students and juniors to seniors and executives. It’s packed with practical insights on AR and financial management.

(17:01)
Jane Evio: Wow, that’s amazing. You’ve been working on this for quite some time. Is it for AR teams or finance teams?

Nana: It’s for everyone, and the best part is it’s free and available online 24/7 at ezyCollectAcademy.com.io. We poured our hearts into creating this content.

Jane Evio: I heard it has 10 modules. Is that right?

Nana: Yes, 10 modules, each building on the previous one, with gradually increasing difficulty. There will be one webinar for each module, so it’s a great opportunity for us to meet up again.

(17:36)
Jane Evio: Sorry, I haven’t even asked you to be my host next time yet—we’ll talk about that later. I’m really excited because you said it’s 10 modules, and Modules 1 and 2 are already live. Is that correct?

Nana: That’s correct. Modules 1 and 2 are already live, and as I mentioned, Module 3 will be released after Easter. The topic is the top 10 AR metrics to monitor.

(18:10)
Jane Evio: For our audience, you can scan the QR code or go to our website, ezyCollect.io/academy. It’ll be updated as we release the 10 modules. What more could you ask for, right? We already have two modules published, and Module 3 will be out soon. That’s exciting. Nana, thank you so much. Let’s take a few audience questions. There’s a Q&A box if anyone wants to chat or ask questions. We’d love to see what you have.

(19:19)
Jane Evio: I have one question here: how do we know if our current ERP is still the right fit for our business as we grow?

Nana: Great question. Businesses should ask themselves this regularly. The key is to evaluate your system’s performance against evolving needs. Some indicator questions:

Is it flexible enough to handle higher transaction volumes as you grow?

Can your AR system integrate easily with other tools?

Are manual workarounds increasing over time?

Do you have reporting and automation capabilities to keep up with changes?

If you’re answering “no” to many of these, it’s probably time to review your setup.

(19:56)
Jane Evio: Those are really good guidelines. I mentioned earlier we have clients who started when they had 20 customers and grew to 200. That’s obviously great, but as you scale, you might need more sophisticated tools. Thanks for the key questions to ask.

I have one more here: can predictive analytics really make a difference for SMEs, or is it just for large businesses?

Nana: Absolutely, predictive analytics is no longer just for big players. Thanks to cloud-based tools and AI-driven platforms, it’s becoming more accessible and affordable for SMEs. Even if you’re a one-person show, you can build predictive models in Excel. Who doesn’t love Excel? You don’t need a data science team—just the right tools and a bit of training. That’s exactly why we created ezyCollect Academy, to help businesses of all sizes elevate their accounts receivable function.

(21:22)
Jane Evio: That’s really good. You’re saying people can start with Excel, depending on their business, then evaluate different tools as they scale. Everyone wants AI now, but it might not suit your current size if you don’t have the essentials in place. Exactly, thanks for that. We’ll take one more question.

(22:03)
Jane Evio: Is AI and predictive analytics going to become a standard part of ezyCollect moving forward? Cash flow and payment predictions would be very useful in managing accounts payable and overdraft facilities. Thank you, Steve, for asking that. Is that a question for you or for me?

Nana: I guess for both of us as a whole.

(22:41)
Jane Evio: I can give my input because I work closely with our product team. We look at what’s in the market and what’s going on. This is definitely a priority for our team to incorporate because we have the data sets, and we can show it to our team. Without revealing too much, yes, we’re putting this in place at ezyCollect to help our existing clients who are already using us as one of their tools.

Nana: Right, all the evidence in the slides we discussed is actually a snippet of the ezyCollect platform. Some features are in beta, some are coming soon, and some are already available.

(23:13)
Jane Evio: Exactly. If it’s the first time you’re seeing them, reach out to me or the team, and we’ll happily show you. But that’s just one tool you can use to showcase that within your team.

Alright, that’s all the questions. If you have more, send an email to [email protected] or send Nana and me an email, and we’ll be happy to answer. Before we wrap up—there’s a lot of information here—I just want to ask, Nana, if there is one key takeaway for our audience, what would it be?

(25:02)
Nana: Make your accounts receivable process clean, automated, and proactive. If you get those three things right, your business will scale smoothly without cash flow headaches.

Jane Evio: I love that—clean, automated, and proactive. Three key words and key takeaways for today’s webinar. Great. I just want to say thank you, everyone, for joining us. If you want more resources, we’ve popped in the ezyCollect Academy QR code. Scan it for more information and in-depth tools to improve your AR process. We’d love to hear your feedback on the ezyCollect Academy page—if there’s anything you’d like us to include, Nana will be there to incorporate that in upcoming modules.

(26:14)
Nana: Thanks, everyone! Keep those payments flowing, and happy scaling.

Jane Evio: Amazing. Thank you all, and we hope to see you again in our next ezyCollect Academy webinar. Have a fabulous day. Bye!