The verdict in three sentences
In Dublin in 2026, automating overdue invoice collection costs between 7 000 and 22 000 EUR and goes live in 3 to 6 weeks. The gain is immediate: 15 to 25 fewer DSO days and up to 20 % more mobilisable cash. Every extra DSO day is money sleeping at your customers' instead of funding your growth.
What collection automation costs
Budget depends on the number of reminder scenarios, channels (email, SMS, letter) and integration with your accounting tool. 2026 ranges.
| Item | 2026 range (EUR) | Detail |
|---|---|---|
| Collection cycle audit | 1 500 - 3 000 | current DSO analysis |
| Accounting/billing integration | 2 500 - 7 000 | Pennylane, Sage, Sellsy |
| Multichannel reminder scenarios | 2 500 - 8 500 | email + SMS + letter |
| Online payment portal | 1 000 - 4 000 | direct payment link |
| Licence & sends | 20 - 200 /month | reminder volume |
| Annual maintenance | 10 - 15 % of project | scenario tuning |
The workflow model that lowers DSO
An effective reminder scenario chains graduated, automatic actions. A typical model calibrated for an SMB.
| Step | Trigger | Channel | Tone |
|---|---|---|---|
| Courtesy reminder | D-3 before due date | preventive | |
| 1st reminder | D+3 after due date | email + payment link | firm but polite |
| 2nd reminder | D+10 | email + SMS | insistent |
| 3rd reminder | D+20 | scheduled call + letter | formal |
| Formal notice | D+35 | registered letter | legal |
This automatic sequencing replaces irregular manual reminders, the main cause of high DSO. Most overdue invoices are settled before D+20 when reminders go out systematically and on time.
Mini case study
Sophie, CFO of a 35-employee B2B services SMB in Dublin. Her DSO is 62 days on a 4.2 M EUR turnover, meaning 713 000 EUR locked in receivables. One person spends 8 hours/week on reminders, irregularly.
She invests 13 000 EUR in automation + 80 EUR/month licence. Result: DSO cut to 44 days (-18 days), freeing 207 000 EUR of cash. At a 6 % short-term financing cost, that saves 12 400 EUR/year, on top of the 8 h/week freed (at 35 EUR/h: ~13 000 EUR/year). ROI reached by month 6, then a durably healthier cash flow.
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FAQ
What DSO improvement can I realistically expect?
Between 15 and 25 days for an SMB that relied on manual, irregular reminders. The gain comes mainly from systematisation: reminders go out on time, every day, with no oversight.
Is it compatible with my billing software?
Yes in most cases. Tools like Pennylane, Sage, Sellsy or QuickBooks expose APIs. Integration represents 2 500 to 7 000 EUR depending on API richness.
Won't automated reminders upset customers?
When well calibrated, no: the first reminders are courteous and personalised. It is usually the opposite, the absence of reminders, that damages the relationship by letting debt pile up.
Can a direct payment link be included?
Yes, and it is the most effective lever: a one-click payment link in every reminder markedly raises the immediate settlement rate. Budget 1 000 to 4 000 EUR for this block.
How long to set up?
3 to 6 weeks: 1 to 2 weeks of accounting integration, 1 to 2 weeks of scenario design, then a testing phase before full activation.
Let's scope your project. Share your current DSO, your billing tool and an indicative budget (7 000-22 000 EUR): we will price the reminder workflow and its cash-flow impact. 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.
