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A 12-person marketing agency eliminated manual collections entirely and reduced days sales outstanding from 52 to 28 days using DuePilot.
$47K
RECOVERED
Chen Digital Agency
Full-service digital marketing agency based in Austin, TX. 12 employees, $2.4M annual revenue. Serves mid-size B2B clients with average invoice size of $4,500 on net-30 terms.
Industry
Marketing Agency
Team Size
12 people
Revenue
$2.4M/yr
Invoices/month
40-60
Sarah Chen founded her agency in 2019 and grew it to $2.4M in revenue by 2025. But as her client list expanded, so did her accounts receivable problem. At any given time, she had roughly $47,000 in overdue invoices — nearly 20% of her monthly revenue stuck in limbo.
Her office manager Janet spent 3-4 hours every week manually opening QuickBooks, identifying overdue invoices, drafting reminder emails from scratch, and tracking who replied. Sarah stepped in personally for escalated cases — conversations she described as "the most uncomfortable part of running my business" because she needed to maintain client relationships while demanding payment.
"Last year we wrote off $25,000. That's not a line item — that's a person's salary. Every dollar we write off is a dollar we already earned and delivered work for. It's infuriating, but I didn't have time to chase it."
— Sarah Chen, CEO
Overdue Balance
$47,200
Avg Days Sales Outstanding
52 days
Weekly Collections Work
4+ hours
Annual Write-offs
$25,000
Recovered in Month 1
$12,940
DSO After 90 Days
28 days
Weekly Collections Work
0 hours
Projected Annual Write-offs
$4,200
Connected QuickBooks in 8 minutes
Sarah connected her QBO account during lunch. DuePilot synced 247 invoices and 64 customers instantly. The AR Analysis screen showed a Health Score of D — $47,200 overdue across 14 invoices.
AI generated first sequences
DuePilot created personalized email sequences for the 5 most overdue invoices. Sarah reviewed the AI-generated emails, made one tone adjustment ("keep it warmer for Pinnacle — they're a longtime client"), and approved all 5.
$4,500 recovered — first payment influenced
Acme Corp paid Invoice #1234 ($4,500) two days after receiving the Stage 1 gentle reminder. The "Influenced Recoveries" counter updated in real-time. Sarah's office manager Janet noticed and asked, "Wait, did Acme just... pay?"
Reply Intelligence catches a dispute
BlueStar LLC replied to a reminder: "This amount is incorrect — we agreed on $6,800, not $7,200." DuePilot classified the reply as a dispute, paused the sequence, and alerted Sarah with a summary. She resolved it in one phone call and adjusted the invoice.
$12,940 recovered — Health Score improved to C+
By the end of month one, 8 of 14 overdue invoices had been paid. Three were in active sequences with promised payment dates. DuePilot had sent 24 emails total — all from Sarah's Gmail, all looking like she wrote them personally.
$47,200 recovered — DSO dropped from 52 to 28 days
The entire overdue backlog was resolved. New invoices were being collected an average of 28 days after issue (down from 52). Sarah's Health Score hit B+. Annual write-off projection dropped from $25,000 to $4,200.
"DuePilot didn't just recover our money — it recovered my peace of mind. I don't dread Monday mornings anymore because I know the awkward conversations are being handled. Professionally, automatically, and better than I ever did manually."
Sarah Chen
CEO, Chen Digital Agency