Collections and statements for a hardware wholesaler.
How a building materials wholesaler in Kota Bharu stopped chasing payments from memory, and now starts every week knowing who owes what, and why.
Collections · Mon 5 Oct
Overdue41Promised9Disputed3Jaya Aluminium & Glass
Kota Bharu · 30 days · limit RM 20,000 · sales: Soon Keat
On screen: Statements and polite reminders until it’s paid.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Hardware and building materials wholesaler, Kota Bharu
- Team
- About 35 staff: 4 sales, 3 in accounts
- Customers
- About 190 credit accounts: hardware shops and contractors
- Works with
- SQL Account, WhatsApp
- First version
- 3–4 weeks
- Project size
- Business system, from RM 15k
How collections worked before.
190 credit accounts, an ageing printout once a month, and promises to pay on sticky notes.
The ageing report came out of SQL Account once a month, and was out of date the next day.
Statements were printed and posted. Some customers never opened them.
Reminders were phone calls, made when someone had time. Promises to pay were written on sticky notes.
Statements on the 1st. Reminders until it’s paid.
SQL Account stays your accounting system. The first version was statements and reminders. Bank matching was added later, as its own small project.
Who owes what, by 30, 60 and 90 days, every morning.
The list comes from SQL Account by rep and customer, and over 90 days, supply is held until settled.
Ageing · as at Mon 5 Oct
By sales repBy customer186| Sales rep | 1–30 days | 31–60 days | 61–90 days | 90+ days |
|---|---|---|---|---|
| SKSoon Keat52 customers | 41,200 | 18,900 | 4,620 | – |
| ZBZubir47 customers | 38,600 | 21,300 | 6,100 | 4,200 |
| DVDevan39 customers | 30,100 | 14,260 | 3,600 | 6,300 |
| AMAh Meng48 customers | 49,000 | 17,700 | 4,300 | – |
| Total | 158,900 | 72,160 | 18,620 | 10,500 |
A statement to every customer on the 1st.
It arrives on WhatsApp or email with what’s overdue and a way to pay, and accounts sees who read it.
September statements
Sent184Read152Not sent2Polite reminders, and replies understood.
Reminders follow your schedule and wording, and AI records promises to pay and passes other replies to the right person.
Every promise followed up. Every dispute sent to sales.
Promises are kept in the customer’s own words, and a broken one is flagged the next morning.
Promises and disputes
This week9Disputes3Payments matched to invoices, even without a reference.
Accounts uploads the bank statement, and only the unclear payments wait for a person.
Payments · Mon 5 Oct
To match2All6Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
Accounts, sales and the customer, on the same page.
The office works the list. Customers get a clear statement and a polite nudge.
- RKAccounts · Rokiah
Starts the day with the ageing, and handles only what needs a person.
- Sales reps
Get the disputes for their customers, and see who is on hold.
- CKOwner · Chee Keong
Sees who owes what, and who has promised, every morning.
- Customers
About 190 shops and contractors get a clear statement and polite reminders, with a way to pay.
- No more statements in envelopes.
- No more promises on sticky notes.
- Every dispute reaches the sales rep the same morning.
Statements and reminders first, then bank matching.
A business system first, other features quoted separately. Statements and reminders were live in under a month; bank matching came later.
Statements and reminders
Payments matched
Want to stop chasing payments by hand?
Questions about this system.
What did the first version cost?
Statements and reminders were a business system, from RM 15k, with a fixed price agreed before we started. Bank matching was quoted separately when the team was ready.
Will reminders upset our customers?
Reminders are polite, in your own words, and you choose who gets them. Customers you’d rather call yourself can be left out.
Which WhatsApp number do reminders come from?
Your company’s own WhatsApp Business number. Replies come back into the system, so the team sees them in one place.
Does it change anything in SQL Account?
No. SQL Account stays your accounting system. The ageing comes from it, and later, matched payments went back into it as receipts.
Can we start with statements only?
Yes. Statements on their own are a focused project, from RM 5k. Here, statements and reminders went first, and bank matching was added later.
Another question? 
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