How Delca International runs 100% of its collections without a dedicated team

About Delca International

Delca is a Belgian firm specializing in accounting and tax support for self-employed professionals and SMEs. As in many firms, its accountants focus on technical work, while the administrative side of client payments rests with one versatile team member: Tanya Tolstoy.

For more than 15 years, Tanya has handled invoicing, administration and HR… as well as all payment follow-up. For a long time she did it without a dedicated tool, across more than 6,000 invoices a year: an invisible but heavy workload.

The challenge: collections that depended on one person

Before Recovr, Tanya managed payment follow-up directly in WinBooks, the firm's accounting software. It could send 2 to 3 semi-automated reminders, but the process was very limited. Every step needed manual action: selecting clients, generating reminders, checking payments, and so on.

The risk was simple: if Tanya didn't send reminders, invoices stayed unpaid. And with her days already full, this kind of task was often postponed, forgotten or rushed.

Protecting the firm's most versatile team member

Delca's managers did not want their administrative linchpin, already stretched on every front, to spend her days chasing unpaid invoices.

Aware of how much work payment follow-up involved, they looked for a solution that could digitize and automate the entire invoicing and reminder process. When they came across Recovr, it quickly became clear that a large part of Tanya's work could be automated, freeing her to refocus on higher-value tasks.

The solution: digitizing and automating invoice follow-up

With Recovr, Tanya fully automated reminders, with no technical complexity and no extra workload.

1. Effortless automated reminders

Delca uses a standard but effective reminder workflow, set up to run on its own:

• Reminders sent on a strict, well-balanced schedule
• The option to pause reminders for specific clients when needed
• No more forgotten reminders, even during absences

2. A clear, intuitive interface

In Recovr, Tanya can track payments, disputes and overdue invoices at a glance. She no longer has to juggle emails, Excel and WinBooks.

3. Simple reporting to monitor performance

Every month, Tanya meets with the account managers. In a few clicks, she pulls the Recovr report to review amounts due and invoices currently overdue.

Once a month, I meet with my manager and we go through the reports Recovr generates automatically. Day to day, there's almost nothing left for me to handle.Tanya Tolstoy, Office Manager, Delca International

A structured process that protects the team

By automating what had long been a manual, makeshift process, Delca turned its dependence on one person into a reliable system that runs on its own. Tanya no longer has to keep up with the pace of payments: payments now follow the framework she has set.

What she used to do alone, manually and under pressure, now runs automatically and reliably, month after month. And what Delca has secured here is more than a process: it is a valuable team member.