The verdict in three sentences
Automating customer reminders and collection runs 12,000 to 28,000 EUR (excl. VAT) in 2026 in Dublin, depending on the number of scenarios and how deeply it integrates with your billing tool. The point isn't automated mailing but cutting DSO by 10 to 20 days, which directly frees up cash. Budget 2 to 3 months, with measurable impact from the second month of operation.
What the budget covers
Price depends on the number of reminder scenarios, channels (email, SMS, letter, call), and how granular customer segmentation is (good payer vs risk).
| Tier | Scope | Channels | 2026 budget (EUR excl. VAT) | Timeline |
|---|---|---|---|---|
| Essential | Email scenarios + tracking | 12,000 - 16,000 | 2 months | |
| Standard | Multi-scenario + segmentation | Email, SMS | 16,000 - 22,000 | 2-3 months |
| Advanced | + risk scoring, DSO dashboard, tasks | Email, SMS, letter, call | 22,000 - 28,000 | 3 months |
| Bespoke | + prioritisation AI, customer portal | Omnichannel | 28,000 + | 3 months + |
Outside the project budget: SMS/letter sends (pay-per-use), maintenance (12 to 18%/year), and a possible connector to your billing tool (2,500 to 5,000 EUR).
The DSO impact, quantified
DSO (Days Sales Outstanding) measures average payment delay. Every day saved is cash that comes in faster.
| Metric | Manual reminders | Automated reminders |
|---|---|---|
| Reminder regularity | Erratic (team load) | 100% triggered at D+X |
| Average SME DSO 2026 | 55 - 70 days | -10 to -20 days |
| Credit manager time spent | 8 - 15 h/week | 2 - 4 h/week |
| Pre-due-date contact rate | Low | Systematic (pre-reminder) |
| Traceability / history | Scattered | Centralised, auditable |
An effective scenario starts before the due date (a courteous pre-reminder), then chains graduated reminders through to escalation to a call or pre-litigation.
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Mini case study
Sarah is credit manager at a distribution SME in Dublin: 6M EUR revenue (excl. VAT), a 62-day DSO. Her average receivables balance is around 1.02M EUR. She deploys Standard automation at 19,000 EUR that brings DSO to 47 days (-15 days). One-off cash gain: 6,000,000 / 365 x 15 = ~247,000 EUR freed. Even at short-term credit cost (say 6%/year), carry savings exceed 14,000 EUR/year, and the project pays back within the first year, before counting time returned to her team.
FAQ
Does it replace my credit manager? No, it offloads repetitive reminders so they focus on negotiation and risky accounts. We see -60 to -70% time spent on routine chasing.
How do we avoid rushing a good customer? Segmentation tailors tone and timing: a long-standing client gets a soft pre-reminder, a bad payer a firm scenario. Rules are configurable customer by customer.
Can it integrate with my billing tool? Yes, via API or import: Sage, Xero, QuickBooks, NetSuite. The connector typically runs 2,500 to 5,000 EUR depending on the sync required.
How long before DSO drops? First effects show in 4 to 6 weeks; the 10 to 20-day drop stabilises over 3 to 4 months depending on your billing cycle.
Can we keep human approval before escalation? Yes, sensitive steps (formal notice, litigation) go through a task to approve, with automation handling everything before that.
Let's scope your project. Send us your revenue, current DSO and billing tool: we'll price the tier (12,000 to 28,000 EUR excl. VAT) and the expected cash freed. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.