Case Study: AI Prioritization & Summaries Doubled Collections Rate on $100M AR Portfolio

#Collections Overload: Drowning in Data, Missing the Targets

Managing a large Accounts Receivable portfolio often feels like fighting a multi-front war with limited ammunition. For a specialized tax advisory firm handling $100M in AR, the battle involved two major challenges. Firstly, crippling inefficiency: their team spent up to an hour per call simply preparing – digging through years of transcripts and notes just to understand the client's current status. This severely capped their daily outreach.

Secondly, and perhaps more critically, a lack of effective prioritization. With thousands of accounts, how do reps decide who really needs a call today? Which accounts pose the biggest risk (e.g., missing critical documents needed for payment)? Which represent the largest pending payments? Without clear answers, outreach becomes reactive or relies on "naive" volume, diluting effort across less critical accounts while urgent ones potentially slip through. Their collection yield languished around 43%, far below potential.

The founder, John, recognized these bottlenecks. His team was drowning in data, unable to quickly surface the critical information needed for productive conversations. COO Robert stressed the need to understand why clients weren't paying and how to steer agent interactions for better results, moving beyond simple call volume.

#The Dual Power of AI: Instant Context AND Intelligent Prioritization

Narratic AI addressed both bottlenecks simultaneously. By integrating with their HubSpot CRM, call transcripts, and internal portal, our platform delivered a one-two punch:

1. Mechanism 1: Instant Context via AI Summaries:
   We eliminated the hour-long prep time. AI generated concise summaries of client history, payment status, key issues, and past interactions, available in seconds. This immediately freed up massive amounts of rep time, enabling a higher volume of calls.

2. Mechanism 2: Proactive Prioritization via AI Analysis:
   Critically, Narratic didn't just enable more calls, it enabled smarter calls. The AI continuously analyzed all accounts, automatically surfacing and ranking those needing urgent attention based on factors like:

   • Upcoming payment triggers or deadlines.
   • Detection of missing/expired critical documents (like 8822B forms).
   • Analysis of recent communication sentiment or lack thereof.
   • Correlation with historical payment delays or issues.

   This ensured the team's newly increased capacity was focused on the accounts most likely to impact cash flow positively or negatively, driving effectiveness.

It wasn't just about making more calls; it was about making the right calls, armed with the right information.

#The Result: From 43% to 82% Collection Yield

The combined impact of increased efficiency and targeted effectiveness was transformative:

• Collection Success Rate Skyrocketed to 82%:
  Focusing intelligently directed volume on the right accounts nearly doubled their collection yield from the baseline ~43%.

• 50+ Minutes Saved Per Call:
  AI summaries slashed prep time, directly fueling the increase in possible outreach volume.

• Proactive Issue Resolution:
  Critical issues like missing documents were flagged early, preventing downstream payment delays.

• Improved Team Morale & Client Satisfaction:
  Reps felt more confident and effective, leading to more professional interactions and happier clients.

“Narratic AI transformed our collections process. Instant context lets us focus on meaningful conversations. Knowing who to call and why, based on the AI’s prioritization, ensures we’re effective, not just busy.”
— Sarah Martinez, Head of Collections Operations

#Beyond Naive Volume: Intelligent Collections at Scale

Stop forcing your collections team to choose between call volume and call quality. Narratic AI empowers them to achieve both through instant context and intelligent prioritization, turning your AR portfolio from a liability into a streamlined cash flow engine.

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