Manual billing stalled growth and strained client relationships
Before Aiwyn, DeJoy & Co. relied on manual billing and collections that consumed staff time and frustrated clients. Invoices were printed and mailed by hand, payments were logged manually, and three staff members spent hours each week chasing overdue accounts. Clients trying to pay online often hit mobile errors in the bank portal, leading to support calls and delayed payments. Credit card fees topped $20,000 annually, chipping away at margins and slowing cash flow.
As the firm grew, it became clear that there was opportunity to modernize and free up capacity for more strategic work.
Automating billing while keeping control
DeJoy & Co. implemented Aiwyn to streamline billing, reduce manual workloads, and make the payment process easier for clients without sacrificing oversight. The firm didn’t just want automation; they wanted control over how it was applied and confidence that it would work across teams and clients.
The rollout was seamless, supported by Aiwyn’s team and adopted quickly by clients. “Implementing Aiwyn Payments has been a game changer. Automation has streamlined our process, improved client experience, and allowed us to focus on delivering exceptional services,” said Chelsea Newton, Controller at DeJoy & Co.
With Aiwyn, the firm introduced:
- Automated statements: Smart statements generated and sent on schedule, eliminating manual preparation and repeated follow-ups.
- Client portal: A single location where clients can view and pay invoices, reducing delays and cutting support calls.
- Compliance safeguards: Credit card surcharges applied only in states where permitted, protecting the firm from risk.
- Centralized reporting: One source of truth for receivables, payment status, and outstanding balances.
Together, these changes gave DeJoy a consistent billing system that not only streamlined internal workflows and also improved how clients experienced the firm. Chelsea adds, “Our clients love the intuitive interface, and features like smart statements have been a huge hit.”
Time back, lower fees, stronger cash flow
In the first year, DeJoy & Co saw measurable business results. Staff reclaimed time, credit card fees dropped dramatically, and the client experience improved across the board with 30% of clients moving from paper to digital statements. Support calls also decreased as more clients adopted Aiwyn’s intuitive, self-serve portal.
The firm recovered 25+ hours each month by automating invoice delivery, reminders, and payment tracking. Teams that once spent hours chasing payments now focus on more strategic priorities.
Credit card fees were reduced by 93% - from $20,000 to just $1,500 - thanks to compliant surcharging and guiding clients toward lower-cost ACH payments.
Clients now pay 14 days faster on average, easing pressure on the firm’s budget and reducing overdue balances.
Adoption drives efficiency
DeJoy found that automation on its own does not guarantee results. The largest improvements came when clients began using the portal consistently and when surcharges were applied in a clear, compliant way. This combination reduced payment issues, sped up collections, and showed that client behavior is as important as internal process changes.
Chelsea shared, “Aiwyn’s automation has not only improved our internal workflows, it’s reduced our average days to payment by 14 days – a win for both our team and our clients.”
Regular reviews with Aiwyn’s team helped the firm adjust reminder timing, refine templates, and move more clients away from paper. These small adjustments compounded into measurable improvements across collections, cash flow, and client satisfaction.
Partnership with measurable support
For DeJoy, Aiwyn was a turning point. The partnership brought together technology and hands-on support to reduce manual workloads, improve margins, and create a better client experience. With automation in place and fast adoption across the firm, DeJoy now has a billing process that runs reliably in the background, freeing up staff to focus on what matters most.
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