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PolyPortables, LLC

Company Facts

  • Location: Dahlonega, Georgia
  • Industry: Portable restroom and sanitation manufacturing
  • Website: www.polyportables.com

“This past year we were able to reduce our accounts receivable by over $1.5 million and a lot of that I attribute to this program, this software.” 

Ben Burford, Credit Manager | PolyPortables, LLC

PolyPortables, LLC has grown tremendously since it was founded in 1972 to become a a global leader in the manufacturing of portable restrooms, hand wash stations, deodorizers, and other sanitary products. The company expanded to a 64,000 square foot headquarters facility in Dahlonega, Georgia and an additional 12,000 square foot facility dedicated to manufacturing deodorizers. In 2015, the demand for PolyPortables' top-of-the-line thermoforming manufactured portable restrooms led the company to partner with two rotational molding facilities-Innovative Rotational Molding in California and Quality Holdings, LLC in Hartwell, Georgia.

Despite multiple locations and a large customer base, PolyPortables was still using the old spreadsheet and highlighter method to keep track of accounts receivable. All future tasks-including upcoming collection calls, collection letters, and invoice reminders-were scheduled in Microsoft® Outlook®. PolyPortables needed a more efficient way to manage their collections.

Eliminating wasteful manual tasks
PolyPortables would manually send out e-mails to customers with payments that were 30-90 days past due. The collections representative would look up each client's account to see what supporting information was needed, such as invoice numbers or the last time the customer paid. After all the research was done, it typically took about five minutes to send each e-mail. After using Epicor Cash Collect, PolyPortables took advantage of automated e-mails for their invoices, collection letters, and welcome letters and saved more than 600 hours of labor.

“Since we've implemented the automation of the e-mail reminders, 8,133 automatic e-mails have been sent out to customers,” said Ben Burford, credit manager, PolyPortables. “That's 8,000 times our collection representative didn't have to touch that customer. Cash Collect touched that customer for us.”

Over $1 million in online transactions
Without an online bill pay system, PolyPortables was using the same method that many other companies use in order to collect payments-mail paper checks or accept credit card payments over the phone. It took about 10 minutes per phone call in order for representatives to find the client's account, confirm the amount, write down their credit card information, and input the information after each call. Although this is still an option for all of their customers, an overwhelming majority prefer using the online bill pay system provided by Epicor Cash Collect. PolyPortables simply sends out an e-mail to customers with a secure link that takes them to a customer portal where the invoice can be paid online. So far, they've seen over $1 million in online transactions since implementing the collections system-not to mention the 622 hours of time saved.

“In today's fast-paced world, [customers] don't have time to necessarily stop and receive a phone call from us, so we've noticed we call sometimes and get ignored-no one answers, or it goes to an answering machine,” said Burford. “Five to ten minutes later, someone has paid their bill online from their company, because no one wants to talk and be scolded, so they'd rather just go online and pay.”

Becoming industry leaders
In PolyPortables' unique industry, credit policies are just starting to catch up, and late payments tend to be the norm. Burford explained that since implementing Epicor Cash Collect, they have been able to establish a credit policy and begin training their customers to pay on time. Where the company used to be focused only on the customers who had the largest outstanding or overdue balance, they are now focused on collecting from every customer. The prioritized actions from Epicor Cash Collect tell the collection representative whom to contact in order to collect on the most accounts. As Burford puts it, “She's dialing for dollars going through her list.” Since implementing their new credit policy, they have been holding their customers accountable for payments and applying best practices to their accounts receivable.

“This past year, we were able to reduce our accounts receivable by over $1.5 million,” Burford noted, “and a lot of that I attribute to this program, this software.”



Success Highlights:

Challenges

  • Time-consuming, manual processes hindered the implementation of crucial credit policies

Solution

  • Epicor® Cash Collect

Benefits

  • Reduced outstanding accounts receivable by $1.5 million
  • Saved more than 622 hours of time previously lost to manual tasks
  • Implemented industry-leading credit policies

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