See how ARDEM helped a global security and communications provider create a controlled AR workflow for aging review, high-balance account prioritization, customer outreach, remittance tracking, payment posting, sales order release, and weekly escalation governance.
AR Collections Lose Momentum When Follow-Up and Documentation Break Down
Reducing Outstanding Receivables by $1.09M Through a Managed AR Collections Workflow
$1.09M
Outstanding receivables reduction
1.5 months
Time to measurable balance movement
~300 customers
Worked every two-week cycle
24 hours
Sales order release after payment
The Challenge
Internal AR turnover disrupted follow-up continuity at a time when past-due balances were growing. High-value accounts were not always prioritized consistently, and finance leaders lacked a dependable cadence for reviewing customer status, disputes, remittance gaps, payment activity, and next actions.
The workflow was managed in QuickBooks, but account history, customer communication, payment status, and escalation decisions still depended on disciplined execution. Without clear ownership, accounts could fall between cycles and downstream sales order release could be delayed.
The ARDEM Solution
ARDEM created a managed AR operating model built around twice-monthly aging reports and a structured two-week coverage cycle for approximately 300 customers. Accounts above $50,000 received priority attention based on balance, aging, and response history.
The workflow connected customer statements, email and phone follow-up, same-day QuickBooks documentation, 48-hour remittance follow-up, payment posting, 24-hour sales order release after payment confirmation, and weekly escalation review.
The Managed AP Workflow
ARDEM managed the receivables cycle as one connected operating lane rather than a series of disconnected collection calls.
Download the Full
Managed AR Collections Case Study
Managed AR Collections Case Study
See how ARDEM helped a global security and communications provider restore collections continuity, work approximately 300 customers every two weeks, prioritize high-balance accounts, maintain current QuickBooks documentation, and support a $1.09 million reduction in outstanding receivables within 1.5 months.
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Why ARDEM
A connected operating model from aging review through customer outreach, payment posting, order release, and escalation.
Structured focus on accounts above $50,000 based on aging, balance, and response history.
Same-day notes captured customer status, disputes, remittance gaps, escalation needs, and next actions.
Defined follow-up on missing remittances, payment posting, and downstream order release after confirmation.
Weekly reporting and review created visibility despite changing internal AR resources.The Results
By creating a recurring collections cadence, current documentation, payment follow-through, and weekly escalation visibility, ARDEM helped the client improve control over receivables movement and customer account status.
- Outstanding receivables declined from $4.74M to $3.65M within 1.5 months
- Approximately 300 customers worked during each two-week aging cycle
- Accounts above $50,000 prioritized for focused follow-up
- Missing remittance details followed up every 48 hours
- Sales orders released within 24 hours after payment confirmation and posting
- Customer interactions and next actions documented in QuickBooks the same day
- Managed AR operating continuity sustained for more than four years
The Past-Due Balance Was Only the Visible Problem
The Larger Risk Was Losing Collections Continuity and Cash Visibility
The client already had QuickBooks as its system of record. The missing layer was not another finance platform. It was a dependable operating cadence for deciding which accounts to work, documenting every interaction, resolving remittance gaps, posting payments, and escalating unresolved issues.
Internal turnover made the workflow fragile. When customer history, disputes, responses, and next actions were not consistently recorded, finance leaders had to reconstruct account status and high-balance receivables could lose momentum between follow-up cycles.
Basic calling support would have addressed only one part of the problem. The workflow also had to connect aging review, customer statements, email and phone follow-up, QuickBooks notes, remittance tracking, payment posting, order release, and escalation decisions.
ARDEM created a managed AR operating model around the client’s existing QuickBooks environment. The result was a structured two-week customer coverage cycle, stronger prioritization, current documentation, defined payment follow-through, and a weekly forum for unresolved accounts and decisions.
1
Aging Report Cycle
Pulled QuickBooks aging reports twice each month and used each report to launch the next two-week customer coverage cycle.
2
Account Prioritization
Segmented accounts by aging, balance, and response history, with priority attention for balances above $50,000.
3
Customer Outreach
Sent statements and completed structured email and phone follow-up, with more frequent touchpoints for priority accounts.
4
Mailbox and Inquiry Management
Managed payment confirmations, customer questions, disputes, remittance requests, and related AR communications.
5
QuickBooks Documentation
Recorded customer interactions, status, responses, escalation needs, and next actions in QuickBooks the same day.
6
Remittance and Payment Posting
Followed up on missing remittance details every 48 hours and posted received payments in QuickBooks.
7
Sales Order Release
Released sales orders within 24 hours after payment confirmation and posting.
8
Escalation and Governance
Reviewed non-responsive customers, disputes, remittance gaps, high-balance accounts, and open decisions through weekly reporting and client calls.
What You’ll See in the Full PDF
The full case study explains how ARDEM structured the global security provider’s AR operating model, including:
- How twice-monthly aging reports created a recurring control point for collections activity
- How approximately 300 customers were worked during each two-week coverage cycle
- How high-balance accounts above $50,000 were prioritized
- How customer interactions, disputes, and next actions were documented in QuickBooks
- How 48-hour remittance follow-up supported cleaner payment posting
- How payment confirmation connected to sales order release within 24 hours
- How weekly escalation reporting gave finance leaders current visibility into unresolved accounts
- How the managed workflow supported more than four years of operating continuity
Managing a Similar AR Collections Workflow?
Access the full case study to see how ARDEM helped a global security and communications provider create control across aging review, customer outreach, QuickBooks documentation, remittance tracking, payment posting, sales order release, and escalation governance. The case study shows how a managed operating model can strengthen follow-through without replacing the client’s existing finance system.