Case Study
Finance billing & collections automation
How we automated billing, payment reconciliation, and collections for a high-volume community services organisation — replacing spreadsheet-based workflows with integrated automation across billing, client setup, receivables management, payment reconciliation and client communications.
Book a 30-minute callPrefer email? enquiries@infinyx.com.au
Client snapshot
Client
LINK Community & Transport
Industry
Community services, not-for-profit
Location
Victoria
Focus
Billing, receivables and collections in a high-volume environment
What changed
Before
- Manual billing preparation relied on spreadsheets and custom rules, consuming significant finance hours each cycle
- New clients had to be manually created in the accounting system before invoicing
- Invoice follow-up depended on postal mail and phone calls
- Credit card reconciliation from daily CSV files required manual matching and entry
- Operations staff had no visibility into outstanding invoices when speaking with clients
After
- Automated billing file generation using Power Query with customised business rules
- Client creation automated as part of the billing process
- SMS and email automations for upcoming due dates and overdue follow-up
- Receivables Management Power App for tracking, notes, SMS history, and direct messaging
- Credit card payment reconciliation automated: monitors inbox, matches by invoice number, applies payments in Business Central
- Receivables visibility integrated into operations workflows
The results
1,540
invoices per billing cycle
546
manual entries eliminated per month
13 → 1 day
to apply credit card payments
84%
reduction in over-90-day receivables
“LINK Community and Transport worked with Infinyx to automate our finance billing and collections processes in a high-volume environment. The solution replaced spreadsheet-based workflows with integrated automation across billing, client setup, receivables management, payment reconciliation and client communications.
The outcomes were clear and measurable. Billing preparation time was reduced, credit card payments are now applied within one day, and over-90-day receivables decreased by more than 80%. Shared receivables visibility across Finance and Operations has improved client conversations and reduced ad hoc enquiries to the Accounts team.
Infinyx demonstrated strong technical capability and a clear understanding of not-for-profit operations. The automation has improved cash flow, accuracy and scalability without increasing headcount, enabling our finance team to focus on strategic, value-adding activities.”
— Usman Shamim, Finance Manager, LINK Community & Transport
How it was built
On the Microsoft platform the organisation already had in place.
Power Automate
Inbox monitoring, payment matching, and the SMS and email cadences for due-date and overdue follow-up.
Power Apps
The Receivables Management app — tracking, notes, SMS history, and direct messaging in one place.
Power Query & Business Central
Billing file generation with customised business rules, and automated payment application into the accounting system.
More proof: see how we consolidated operations, WHS and compliance for a community transport provider.
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