How Apxium Helped Slash Debtor Days, Improve Cashflow, and Automate Collections
The Challenge
Bray Chan, a two-partner accounting firm with 35+ staff split between Adelaide and the Philippines, was facing the same frustrations as many firms — their debtor days were blowing out and often two to three times higher than today’s levels.
Invoices had to be manually created in their former software, then exported as PDFs, and finally either posted or emailed. There was no automation, no follow-up process, and no online payment option. Reconciling bank transactions was a manual nightmare, particularly for small amounts like ASIC fees. As Director Chris Bray recalls:
“It was a complete dog’s breakfast. We had clients paying $200 ASIC fees and we’d be left wondering who had paid what.”
The lack of automation and client payment flexibility not only consumed admin time but also stalled cashflow.
The Solution
When the Bray Chan management team saw the early version of what became Apxium, they “had a glimpse of the future.” The platform offered seamless invoicing, client communication, online payments, direct debit, and flexible funding options.
Bray Chan adopted Apxium to automate their accounts receivable process and give clients multiple ways to pay — from credit card, EFT, direct debit for recurring engagements to installment plans for larger fees. Importantly, Apxium has always integrated and seamlessly let them migrate their practice management systems (first MYOB, then XPM, and now FYI Elite), meaning the firm could switch systems without disruption to collections.
As Chris puts it:
“We turned on Apxium, sent out invoices and statements in one hit, and the money just flowed in. Debtor days dropped dramatically overnight.”
The Results
1. Dramatic Reduction in Debtor Days
- Current debtor days: 14.18
- Before Apxium: 2–3x higher
This shift placed Bray Chan in the top quartile of firms nationwide for debtor management.
2. Time Savings and Automation
- The collections process is now fully automated.
- The Bray Chan Team rarely needs to log in to Apxium — “maybe once every 2–4 weeks” — because the system runs itself.
- Bank reconciliations are automatic, saving admin staff countless hours.
“To be honest, I don’t really spend any time using Apxium because it is actually an automated process.”
3. Improved Client Experience
- Clients have embraced direct debit for services like bookkeeping and SMSFs.
- Flexible instalment options allow clients to spread costs without awkward conversations.
- Communication is clear, automated, and constant — leading to fewer disputes and faster payments.
“Clients just adopted the process and ran with it. Communication is clearer, bills are paid on time, and we get fewer queries.”
4. Positive Surprise with Fee Funding
- Many clients — including those who could easily afford to pay upfront — choose Apxium’s fee funding to smooth cashflow.
“Don’t prejudge your clients. Some who clearly have the cash still prefer instalments. Universal fee funding was absolutely the right move.”
What's Next
- Exploring integration of ASIC payments for further efficiency gains.
- Using Apxium’s TaxPay solution to assist clients struggling with ATO payment plans.
The ROI
For Bray Chan, the ROI of Apxium is clear:
- Cashflow certainty with debtor days cut by more than half.
- Time savings for both partners and admin staff.
- Improved client satisfaction thanks to flexible payment options and clear communication.
- Financial resilience by offering clients fee funding and ATO debt solutions.
“It’s just a problem that’s gone away. Debtors aren’t really an issue anymore.”
Summary & Next Steps
Bray Chan’s story is proof that firms don’t need to accept late payments, poor cashflow, or time-draining manual processes as the cost of doing business. By adopting Apxium, they’ve unlocked faster collections, happier clients, and the ability to focus on higher-value work rather than chasing invoices. If your firm is still dealing with ballooning debtor days or clunky reconciliation processes, it’s time to rethink the way you manage receivables.
**Book a demo with Apxium** today and see how we can help your firm take control of cashflow, automate collections, and give clients the flexibility they expect.