With Recovr, Euro Trafic spends just 1 hour a month on invoice follow-up

About Euro Trafic

In transport and logistics, where margins are often tight and payment times can be unpredictable, managing accounts receivable is a strategic priority. Staying on top of cash collection is as critical as staying on top of deliveries.

That is the environment Euro Trafic operates in. The company issues more than 350 invoices a month to a wide range of customers, both external and internal, which makes payment follow-up all the more complex.

When Loredana Boi joined as CFO, she found an entirely manual reminder process that took two working days a month on average. Without the right tool, it was hard to get an overall view of outstanding payments. With a process this time-consuming and opaque, she quickly started looking for a way to automate invoice follow-up.

Without a tool like Recovr, I could never have managed everything on my own, from start to finish. Handling customer follow-up on top of all the accounting and finance work would have been impossible.Loredana Boi, CFO, Euro Trafic

The challenge: managing complex receivables alone with manual, disconnected tools

The stakes were high and the diagnosis was clear: too much time was going into low-value tasks, at the expense of her core role. In a sector where rigor, responsiveness and efficiency are essential, managing late payments without automation or centralized information is a real operational challenge.

When I arrived, receivables management was entirely makeshift. Everything was done manually, with a simple list and reminders sent by email, with no structure and no visibility. Reminders often went out too late, and it was hard to know exactly when to step in.

The main challenges were:

1. Tracking and identifying unpaid invoices in Excel

For customer follow-up, Loredana relied on an Excel file in which she calculated invoice aging manually and kept all the key information on each invoice: reminders sent, customer replies, promises to pay, disputes, requests for more time… A demanding, time-consuming exercise, but essential to:

• Identify overdue invoices
• Sort them into aging buckets
• Adjust reminders to the level of urgency

She still came up against another major limitation: the invoicing software ignored the payment terms negotiated with customers, so it generated no due dates automatically. To get a reliable AR aging report, Loredana had to recalculate the due date of every invoice in Excel.

With more than 350 invoices a month, follow-up became heavy and time-consuming, and the mental load kept growing.

2. Manual, unstructured email reminders

Once she had analyzed the overdue invoices, Loredana had to send the reminders… one by one, manually, by email. Before each one, she had to check in Excel whether the customer had asked for more time or reported a dispute, look in the accounting software to see whether the payment had come in, and decide which invoices to follow up on, when, and with what message…

As invoice volumes kept growing, the process quickly became complex, and the mental load became heavy.

3. Legal escalation: a heavy, time-consuming process

When an invoice stayed unpaid, Loredana had to hand the case over to external partners (lawyers or bailiffs). That step came with a lot of friction:

• Choosing the right partner manually, depending on the type of case
• Putting the supporting documents together by hand (invoices, correspondence, contracts…)
• Sending the information by email, with no central channel
• Tracking correspondence, follow-ups and progress case by case

Case management was complex and fragmented, with no clear view of the real status of ongoing proceedings.

The solution: digitizing and automating the entire reminder process

With these roadblocks recurring, a solution was needed fast. The goal was twofold: free Loredana from time-consuming, low-value tasks, and make follow-up more effective to secure the company's cash flow. After comparing several tools, Euro Trafic chose Recovr, won over by its ease of use, smooth interface and features.

Recovr was more intuitive and smoother to use. And above all, they really understood the challenges of our business. We clicked right away.

With Recovr, Euro Trafic brought structure to its accounts receivable with concrete, effective solutions:

1. Personalized, automated reminders

Euro Trafic mainly uses Recovr to send reminders to customers outside its key accounts, who generally bring in less revenue and pay less regularly. The goal is to speed up cash collection and limit the risks that come with late payment.

For the more problematic customers, the reminder workflow looks like this:

• Courtesy reminder (before the due date)
• 1st reminder (3 days past due)
• 2nd reminder (13 days past due)
• Final reminder (20 days past due)
• Formal notice (if needed)
• Handover to a legal partner (lawyer or bailiff, if needed)

Once customers reach the collection stage, they are automatically taken out of the standard workflow and placed in a “dispute pool” where sensitive cases are handled individually. The amounts in dispute are visible in one place, and each case gets dedicated, structured follow-up until it is resolved.

2. Cases handed over to legal partners with a click

With Recovr, Euro Trafic now handles disputed cases in a simple, structured way:

• Everything related to a case is centralized in the platform.
• Legal partners have direct access to the information they need: invoices, amounts, supporting documents.
• Communication with legal partners happens in the platform, and the history of exchanges is saved automatically.
• If a customer becomes insolvent, the certificate needed to reclaim VAT is generated automatically.

3. A simpler monthly review: 1 hour is enough

Today, Loredana lets Recovr handle reminders day to day and spends just one hour a month on the subject, reviewing it with management.

I used to spend two days a month in Excel. Now everything is automated: I do a review with my manager once a month, and it takes less than an hour. Even formal notices go out with a single click. The time savings are undeniable.

Customer follow-up is more transparent and every reminder is fully traceable. Loredana can now see whether a reminder email was received, whether the link was opened, and when. That is a valuable advantage for removing any doubt when a customer acts in bad faith.

The results: time saved, less stress, cash flow under control

The four major changes with Recovr:

1. Dramatic time savings: 94% less time spent on follow-up and reminders, down from 2 full days a month to one hour.
2. Significantly better collection of receivables: the CEI (collection effectiveness index) rose from 40% to 70%, which means more proactive management, with most receivables handled and collected on time.
3. All the information in one place: the company now has a clear view of its customers, disputes and ongoing proceedings.
4. A smoother customer experience: customers use a portal to view their invoices, check their payment history and pay by QR code.

Recovr helped us automate all our invoice follow-up and reminders, all the way to legal action. The time we've saved is unbelievable. We had to digitize these processes. We needed to become more efficient, and I needed to refocus on my core job.