Geofabrics Accounts Receivable Automated Solution

With large and growing numbers of outstanding invoices from a vast volume of smaller debtors that could not be reached through manual processes, Geofabrics engaged Symphony3 to automate their accounts receivable collections process and give their team a scalable way to recover debt without adding manual burden.

The Digital Challenge 

Geofabrics had a large number in unpaid invoices from a long tail of debtors, each owing relatively small amounts. Manually contacting every debtor was not feasible; for many accounts, the effort outweighed the return. Reaching all of them, consistently and at scale, was a problem manual processes could not solve.

The Vision

Debtors receive professional, timely payment requests automatically, with everything they need to pay included in a single email. Geofabrics is freed from manually chasing the long tail of outstanding accounts, reducing collection time and minimising overdue debt across their debtor base. 

The Solution

Working in collaboration with Geofabrics, Symphony3 built a cloud-based accounts receivable automation solution. The solution receives a request from Geofabrics' IFS finance system and automatically dispatches payment reminders to debtors. Key components include:

• Payment Reminder Emails - Five customised templates covering every stage of the collections process, sent automatically based on invoice status.
• PDF Account Statements - Dynamically generated statements attached to each email, handling up to 35 invoices per document.
• Pre-Filled Payment Link - Every email includes a Westpac PayWay Net link pre-populated with the debtor's details.
• SmartGlue Monitoring and Logging - All activity logged and monitored through SmartGlue.
• Outlook Compatibility - Email templates built and tested across both Outlook Classic and Outlook New.

Transformative Results

• 756 integration transactions per month since go-live in Sep 2025.
• Hundreds of hours saved on a collections process that would have otherwise required manual contact for every debtor.
• Faster debtor follow-up means outstanding balances are resolved sooner, improving cash flow across the business.
• Geofabrics now has a scalable solution to reach their entire debtor base, recovering debt that was previously beyond the reach of manual processes.
• Built to handle up to 200 automated payment reminders per day.
• Every debtor receives a consistent, professional payment reminder with their account statement attached and a pre-filled link to pay immediately.
• For the first time, Geofabrics has complete 24/7/365 visibility over every payment reminder sent, with a full auditable log of notification history and delivery status.

The Symphony3 Difference

Symphony3 delivers a cloud based service combined with a human touch – we call it SWAS (Software with a Service). We work closely with our clients on every engagement and ensure you are supported once the solution goes live. It is an approach that is collaborative, and flexible, and ensures you get technical advice tailored to your organisation.