100% Faster Invoice Delivery, 30% Lower DSO: A major global elevator brand's AI-Driven AR Success

The Objective

To reduce operational costs and enhance cash flow management by automating invoice presentment, payments, and collections.

The Background

A leading enterprise in the elevators and escalators industry operates at scale across India and neighboring South Asian markets, managing a large and diverse customer base through branches, service teams, and distributor-led models. With high transaction volumes and multiple payment modes, its accounts receivable operations became increasingly complex. As invoicing, collections, and reconciliation remained largely manual, finance and sales teams struggled to keep pace with growth - creating delays, inefficiencies, and pressure on cash flow visibility.

The Numbers

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Reduction in Invoice Delivery Time

0%

Reduction in Payment Cycle Time

0%

Reduction in Days Sales Outstanding (DSO)

0%

Reduction in Operational Costs

0%

Increase in Payment Success Rate

0%

Reduction in Invoice Errors

The Challenge

With a vast customer base and diverse payment methods, the brand’s AR team had to navigate multiple daily challenges that impacted cash flow and overall productivity.

01 Manual Invoice Processing and Delayed Payments

Previously, invoice generation and delivery were handled manually, requiring 5-7 days for processing. It delayed the invoicing cycle and pushed customer payment timelines, leading to extended DSO (Days Sales Outstanding) of 30-45 days. The manual workflow made it difficult to scale operations efficiently, especially during high-demand periods, further straining cash flow.

02 Lack of Payment Visibility and Tracking

The AR teams struggled with real-time visibility into outstanding payments. Reconciliation was time-consuming, with teams relying on spreadsheets and manual logs to track pending invoices. The lack of a centralized tracking system forced finance teams to spend hours chasing payment updates, leading to inefficiencies and missed follow-ups.

03 High Error Rate in Invoicing

Manual invoicing introduced a 10-15% error rate, which meant that every 1 in 10 invoices required rework. These errors, ranging from incorrect amounts to missing details, often resulted in customer disputes and payment hold-ups. Discrepancies also led to repeated interactions between the AR team and customers, further slowing down the collection process and damaging customer relationships.

04 High Operational Costs

The finance team was overwhelmed by the sheer volume of manual tasks required to process invoices, track payments, and reconcile accounts. Much of their work hours were spent on non-strategic activities, increasing overall operational costs. The inefficiencies also meant valuable resources were diverted from higher-value financial planning and analysis.

05 Inefficient Cheque Collection and Processing

Despite the industry-wide push for digital payments, the organization still received a considerable number of cheque payments. The collection process involved multiple touchpoints, manual pick-ups, validation, and physical scanning, leading to significant delays in cash realization. Moreover, misplaced or bounced cheques added further complexity, requiring additional follow-ups and impacting cash predictability.

06 Time-Consuming Payment Follow-Ups

With a high volume of outstanding invoices, sales representatives were frequently pulled into AR-related tasks, manually following up with customers for payments. It consumed valuable time and impacted their primary role - focusing on revenue generation and customer relationships. The lack of an automated follow-up mechanism meant that sales teams spent hours every week chasing payments.

Our Solution

To address these challenges, the brand adopted a white-labeled version of Global PayEX's EIPP solution, FreePay. This strategic move allowed its finance team to maintain brand consistency while leveraging a robust digital payments infrastructure tailored to its needs.

01 Error-Free Invoice Generation and Processing

The solution seamlessly integrated with the brand's ERP: SAP, pulling invoices directly from the system with 100% accuracy in amounts, tax calculations, and customer details. With our solution, invoices are generated and delivered electronically in real-time. Customers receive them instantly via email or SMS, ensuring they have complete visibility into their dues. It reduces paper usage, cutting costs related to printing, mailing, and storage of invoices. Faster invoice access also leads to quicker approvals and payments, eliminating back-and-forth follow-ups for misplaced invoices.

02 Real-Time Visibility and Reporting

Our solution offered a centralized real-time dashboard that provides complete transparency into invoice statuses, payments received, and outstanding dues of the brand.The system automatically updates records as payments are processed, eliminating the need for manual tracking.Their AR teams can now generate detailed reports with filters for due dates, payment modes, and customer accounts, enabling proactive follow-ups and reducing payment delays. Custom alerts and trend analysis further help identify payment patterns and improve cash flow forecasting.

03 Request-to-Pay Feature for Faster Collections

Our solution’s Request-to-Pay feature allows sales representatives to generate secure payment links with a single click and send them directly to customers via email or WhatsApp. Customers can make instant, one-click payments, leading to faster collections and eliminating the need for repeated follow-ups. Additionally, it offers a variety of digital payment options, including UPI, net banking, and corporate cards, allowing customers to pay instantly through their preferred channel.

04 Frictionless Cheque Processing

Sales representatives can upload cheque images directly into the system, initiating an automated validation and posting process. The system uses OCR (Optical Character Recognition) to extract cheque details like amount, date, and payer information. It then cross-checks this data with the invoice and customer records in SAP to ensure accuracy. Once validated, the payment is automatically posted into SAP, updating the ledger in real-time. It eliminates manual cheque handling, reduces errors, and ensures funds are recognized much faster.

05 Automated Payment Reminders

Missed due dates were a frequent challenge, often requiring daily calls and emails from the sales team. Our solution has eliminated this hassle with automated payment reminders, ensuring customers are notified well in advance. The system pulls invoice data, due dates, and payment terms from SAP. It then triggers scheduled reminders via email and SMS based on predefined rules, such as approaching due dates or pending payments. Additionally, it notifies customers about early payment discounts, encouraging timely settlements.

The Results

This enterprise elevator brand successfully transformed its Accounts Receivable (AR) processes with Global PayEX, achieving significant efficiency gains, cost savings, and enhanced customer satisfaction. With automation streamlining collections, their collections surpassed ₹1,122 crore in March 2025, marking a substantial improvement in cash flow and operational efficiency. Additionally, a 30% reduction in DSO, a 20% decrease in operational costs, and a 300% increase in scalability have positioned them for unparalleled business growth.

Customers now benefit from a contactless payment experience, while its finance teams can focus on strategic initiatives rather than manual follow-ups. Powered by a highly secure network and state-of-the-art technology, Global PayEX ensures data privacy and robust security. By adopting Global PayEX's automation solutions, the brand has positioned itself for sustained financial efficiency and growth.

“A highly adaptable solution that has transformed the way we do business”

We have been using FreePay since 2017 and the improvement and efficiency it has brought in our collections and account receivables management has been remarkable.

FreePay has helped deliver electronic invoices to our Channel Partners in real time, process payments with all our business terms plugged in and taken care of our end-to-end customer account reconciliation.

Our Channel Partners have also been very appreciative of introducing FreePay to them especially for its feature capabilities, ease of use, transparency and customer support, without adding any cost to them.

Joseph Selvakumar , Vice President – Commercial ,

V-Guard Industries Ltd.

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0%

Reduction in Manual Efforts