Collections Reporting and Automation - Lexitas
and process serving. Each subsidiary within Lexitas had a group that was in charge of
invoicing their clients, sending out statements, and perform collection activities.
Project Info
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Background
Lexitas is an online group of companies that performs court reporting, medical records and process serving. Each subsidiary within Lexitas had a group that was in charge of invoicing their clients, sending out statements, and perform collection activities. They have thousands of invoices that they sound out a month across hundreds of clients. One subsidiary specifically was moving over to an entirely new accounting system and needed a new and automated way of sending out statements each month to their clients. That is where we came to help!
Solution
The requirements were straightforward: automatically email out statements each month to all their clients, along with appended copies of their invoices. There were hundreds of statements, and sometimes a single statement had over 1000 invoices which made the problem large, but easily doable with the right tools. We started by coordinating with the IT team to build out an API endpoint we could use to query all the invoice and client data. We then built data flows that brought data together into a unified Power BI semantic model. Next we built some simple Power BI reports for the collection agents to view aging reports. Lastly and most critically we built an interface within Power BI that let Lexitas select any or all their customers and with one click of a button, generate and send out all the statements needed for the month.
This automation mainly utilized three tools: Power BI, Report Builder, and Power Automate. Power BI gathered the data together and provided a simple interface. Power Automate was used to automatically loop through all the clients, generate statements and invoice copies for each, and email them to the clients. Power BI Report Builder was used to make the paginated PDFs of the statements with invoices appended to them. Everything coming together into a complex system that provided a very simple and efficient solution for Lexitas.
They liked the tool so much that Lexitas contracted Forerunners to build similar solutions for two of their other subsidiaries. Both with unique designs, requirements and data sources.
Business Value Delivered
