Case Study: Company Process Automation

Using a product from orbis software, we were able to improve efficiencies around credit control, marketing and compliance.

Attract more money, by improving your credit control

Working with a large law firm in Cheshire, the aim was to improve efficiency in a number of back office functions.

Enhance the Credit Control Process

Credit control was the first area to be addressed. We integrated the task automation software from Orbis Software with the companies practice management software. A series of tasks were constructed to help improve the credit control process.

Initially the system was pointed towards the client on-boarding process, alerting department heads immediately when staff were making entries with insufficient data.

Then we tackled the aged debt problem, where daily the system looked for unpaid bills and automatically produced and sent out chasing letters, this proceeds all the way up to taking legal action by which time it is passed to a litigator to process as a new case.

The process allowed the company to take control of the massive aged debt problem and start to claw back close to £5 million in overdue fees.

It was also set to monitor payment plans, allowing the system to immediately spot and react to missed payments. This often meant that the problem is addressed on the spot, and payments quickly recovered, where previously the missing payments are spotted months later when it is harder to collect and reinstate a payment plan.

Automated Marketing

The system is very versatile, and it allowed us to look at dozens of projects for the firm. One of the areas we investigated for them was enhancing their marketing offering.

The system was programmed to look for specific events throughout the companies databases and systems, and upon finding those events take appropriate actions. These actions could be to send SMS messages, Web Emails, regular emails with PDF booklets attached, or regular snail mail.

We picked up on dozens of criteria, such as putting home buyers in touch with the wills team to modify wills, picking up the 2 year anniversary of first time buyers as this is when they are most likely to look at moving up the ladder, and selling investment management services to people who have been awarded or transferred money over a certain threshold.

Compliance

Lastly we pointed the system at picking up on countless small projects to tackle time consuming compliance issues. Again we looked at the systems for outlying behaviour and reacted to it accordingly with automatic, in the instant messages. The immediacy of these alerts had a very positive effect on the end users likelihood to remediate the situation.

These could be tasks such as clearing available funds from client account when bills were raised. Dealing with dormant balances, rejecting accounting mistakes, posting transactions, sending out automatic letters, doing balance checks, there were dozens of applications we put in place to take work of the plates of managers and solicitors.