Rivora is a 24-person brand consultancy in Chicago. Most clients pay a monthly retainer, and the larger identity projects are billed in stages as the work progresses.
The challenge
Invoices were written in a document template, exported to PDF and attached to an email. Clients paid by bank transfer whenever their accounts team got to it. Every Friday, Danielle Okafor went through the open invoices and wrote reminder emails by hand, and matching each payment to its invoice took another hour.
What changed
Rivora now sends every invoice from Ledgerly. Retainers repeat on the first of the month without anyone touching them, and each invoice carries a payment link that accepts card or ACH. Reminders go out three days before the due date and again a week after it, each one written in Rivora’s own voice and tone.
Friday afternoons used to go on invoice admin. Now we spend them on client work.
Danielle Okafor
Managing Partner, Rivora
When a client pays, Ledgerly matches the payment to its invoice and marks it paid in the books the day the money lands, with nothing to match by hand.
The results
The average time to get paid dropped from 38 days to 27 within the first quarter. The overdue balance is 64 percent lower than it was six months ago, and the Friday afternoon of reminder emails is now spent on client work.
What comes next
Rivora is adding project tags to every card charge, so each client report shows the real cost of the work next to the amount billed, project by project.
