Systems Maintenance Services implemented Anytime Collect collections software to automate their accounts receivable collections process. This resulted in a 40% reduction in days sales outstanding (DSO) and allowed one credit manager to reallocate 50% of their time to other tasks. The company was able to collect more cash than they invoiced in 2012 after implementing the new software. The automated system provided visibility into accounts and standardized the collections process.

1. Anytime Collect:
How Systems Maintenance Services
Reduced DSO by 40% by Putting A/R
Collections on Auto Pilot
February 12, 2012
12:00 PM to 1:00 PM EST
by James Mallory

5. Return On Investment

6. ROI
As a result of automating collections, companies are realizing:
10 to 20 percent reduction in DSO
25 percent reduction in past due receivables
15 to 25 percent reduction in bad debt reserves
Increased productivity and ability to hold down staffing costs
Costs of installing the collection software are recouped in as little as 2 Months and
in usually no more than six to nine months.
-PayStream Advisors

7. How Much Could You Save?

8. Systems Maintenance Services
Case Study

9. Systems Maintenance Services
• Partner – Practical Software
• 4 collectors in 3 states
• Sage 500 ERP – no collections functionality
• Decentralized systems & spreadsheets
• No management reports
• 2,000+ customers
• 3,000 invoices monthly

10. Systems Maintenance Services
32 Years In Business (Founded 1981)
600 Employees
90 Global Service Centers
3,100 Enterprise Customers
99.7 Customer Retention Rate
60 % of Dow Jones Customers
www.sysmaint.com

11. Goals & Strategies
Goals:
– Implement a measurable collection methodology
– Have a better process than Excel lists or alphabetic customer lists
– Escalation tracking with readily available history
― Not “digging through emails” to
understand history and escalations
― Obtain payment within 30-60 days.
― Target DSO of 55 by the end of 2012.

12. Systems Maintenance Services
•1 Person Contacting Every
Customer Account
Level 2 •Reaching Hold Situation
•Escalation to Management
Level 4
•Send Statements & Invoices •Research More Complex for Customer Coordination •Customer Hold
•Resolve Simple Disputes Disputes •Invoice Write-Off
•Very High Ticket Volume •Smaller, Manageable Ticket
Volume
Level 1 Level 3

13. Systems Maintenance Services
Benefits
1. Invoices are all in PDF and readily selectable in e2b
2. Statements generated on the fly
3. Emails sent and received from the software
4. Notes and attachments all in one place
5. History for escalation readily available
6. Advantages gained for history and auditing
7. Collection activities are measurable
8. Using the software to drive measurable and desired results
9. Customer AP contacts readily available
10. Significant reductions in labor related to collections within the
first six months of using Anytime Collect

14. Systems Maintenance Services
Benefits
11. Reallocation of 50% of one credit manager’s time to other activities
12. Significant reduction in outstanding A/R
13. Increased cash flow
14. Instant access to current account aging, invoices, and payment history
15. CRM-like capabilities to document calls, email, and other activities.
16. Shorten the sale-to-cash cycle time
17. Insight available “to act, instead of react to outstanding accounts.”
18. DSO at 49 days (6 points below targeted goals)
19. Excluding our 2 most difficult customers, DSO is at 40 days
20. Equal and measurable work load between the collections personnel
21. Internal audit…we are prepared
22. Because of the simplistic presentation capabilities of the software, we will
soon be publishing AR information into an intranet site to Sales

15. Systems Maintenance Services
67 Original DSO Before Anytime Collect
49 New DSO After Anytime Collect
40 DSO After Anytime Collect (Excluding 2 Difficult Accounts)
40 Percent Reduction in DSO (Excluding 2 Difficult Accounts)
27 Days Cash Is In Bank & Not In A/R (Excluding 2 Difficult Accounts)

16. Systems Maintenance Services
Collected More Cash
Than They Invoiced in 2012!

17. Demonstration

18. About Us
• Original Publishers of Sage 500 ERP Manufacturing
• 20+ Years Cloud (and premise) business software
development experience
• Sage 500 Gold Certified Developer
• 2011 Sage Development Partner of the Year
your success lies not in the products you buy
…but in the partners you choose

19. Pricing & Deployment
• Hosted or Premise SQL Database
• Purchase or Subscription Pricing
• Credit Rep, Sales Rep, Customer
Portal Users
• Basic, Standard, or Enterprise

20. Questions
James Mallory
jmallory@e2btek.com
440.352.4700 x229
www.anytimecollect.com