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1. Automated Multi-Channel Payment Reminders

Problem: Manually chasing payments

Cove’s AR team was responsible for collecting rent and fees from thousands of tenants every month across two entities. Every overdue invoice required a manual follow-up, such as composing and sending individual emails and WhatsApp messages to each tenant, one by one. This process consumed the majority of the team’s time and left little room for higher-value work. There was no way to ensure consistency in the messaging, timing, or frequency of follow-ups, making it difficult to scale the collection process.

Solution: Peakflo’s Automated Multi-Channel Payment Reminders 

Peakflo’s multi-channel automated reminder workflows replaced the entire manual follow-up process. For every invoice, Peakflo automatically sends tailored reminders via both email and WhatsApp based on the invoice status, days overdue, and customer behavior, without manual intervention. This freed the AR team from the burden of manual follow-ups entirely, saving over 2,300 man-hours every single month.

 

2. Finance CRM — Centralized Customer Reply Tracking

Problem: Lack of visibility over scattered customer replies

Every time a customer responded to a payment reminder, whether to dispute an invoice, request an extension, or confirm a payment, that reply landed in a different inbox or WhatsApp thread. The AR team had no centralized place to see all outstanding customer replies, track which ones had been handled, or ensure nothing fell through the cracks. Team members were constantly scrolling through distributed email threads and WhatsApp chains to find and manage these conversations. This was not only time-consuming but also created the risk of missed replies, delayed responses, and inconsistent follow-through.

Solution: Peakflo’s Finance CRM

Peakflo provided a dedicated Centralized Customer Replies Tracking Dashboard inside the Finance CRM module. Every customer reply, whether via email or WhatsApp, is automatically captured and surfaced as a trackable task inside Peakflo. Cove’s AR team can now see all outstanding customer replies in one place, reply back to the customer from the dashboard itself, assign them, and mark them as resolved without switching between inboxes or messaging apps.

 

3. Branded Payer Portal with Auto-Reconciliation

Problem: No easy, self-serve way for customers to view and pay invoices

Cove’s customers had to contact the AR team directly to understand their outstanding balances, get payment details, and confirm what they owed. This added significant inbound workload to the AR team and created friction for customers who simply wanted a clear, organized view of their payables.

After each payment was received, the AR team then had to manually match the payment to the correct invoice in Xero, which was repetitive, time-consuming, and prone to errors when done at volume.

Solution: Peakflo’s Self-Serve Customer Portal

Peakflo created a fully branded Customer Portal where each customer can see all their outstanding invoices independently, without needing to contact the AR team.

When a customer pays through the Portal, Peakflo automatically marks the invoice as paid and reconciles the payment in Xero, eliminating the manual reconciliation.

 

4. Multi-Channel Payment Collection

Problem: Limited payment options for customers

Offering customers only one or two ways to pay creates unnecessary friction, particularly in a market like Indonesia where payment preferences vary widely. If a customer’s preferred payment method isn’t available, collections slow down, invoices go overdue longer, and the AR team has to spend more time following up.

Solution: Peakflo’s Multi-channel Payment options & Virtual Account

Through the Customer Portal and direct payment links, Cove’s customers can pay using whichever method suits them best. Peakflo processed over thousands of payments across all channels, such as bank transfers, card payments, and QR code transactions.
Peakflo’s Virtual Account was also enabled for a significant portion of Cove’s customer base, giving Indonesian customers a familiar and widely-used payment method for their rental collections. Every payment, regardless of channel, is automatically reconciled in Xero.

 

5. Automatic Vendor Disbursements

Problem: Manual vendor payouts

For Cove, every time a customer payment was received, the AR team then had to manually calculate and execute the corresponding vendor payout. This meant that collecting a payment was only half the job; the team then had to switch to a separate disbursement workflow, identify the correct vendor account, and manually release the funds. For thousands of payments each month, this created a significant and repetitive manual workload, consuming AR team hours that could have been spent elsewhere.

Solution: Peakflo’s Automatic Vendor Disbursements

Peakflo’s Automatic Disbursements feature links AR collections directly to vendor payouts. Once a customer payment is received and processed, Peakflo automatically triggers the corresponding disbursement to the vendor account, with no manual step required from the AR team. Over the past year, hundreds of automatic disbursements were completed this way.

6. Split Payout Rules Engine — Automated Bill Creation

Problem: Manually creating split payment bills

Whenever a customer paid an invoice, the AR team had to manually create the corresponding bill. Logging the details, categorizing the payment, and entering it into the system. With thousands of payments flowing through each month, this repetitive data-entry task consumed over 40 man-hours per month and was error-prone.

Solution: Peakflo’s Automatic Split Payment

Peakflo’s Split Payout Rules Engine was configured for Cove’s payment flows. Whenever a customer payment is received, Peakflo automatically creates the corresponding bill in the system, applying the correct split rules, categorization, and coding, with no manual data entry from the AR team required. This eliminated one of the most repetitive and error-prone tasks, freeing the team from routine bill creation and enabling them to focus on exception handling and higher-value collection activities.