Super streamlined accounts receivable management through automation at Voys

“Thanks to Payt, our debtor management is incredibly well-structured. I know it may sound overly enthusiastic, but I’m genuinely delighted with Payt.”

Janneke van der Velde works at the ‘Audit Office’ of Voys; the financial department of one of Groningen’s fastest-growing companies.

She is particularly pleased with the structured workflow Payt has brought to the organisation.

“When you send over 10,000 invoices each month, automation becomes essential. It’s a relief to work with a partner who actively thinks with you. The Payt team is on hand from the start whenever we have questions or requests. Even if things don’t go perfectly on our end, they remain patient and continue to provide support.”

Develop yourself or buy wisely

Voys has seen remarkable growth year after year. The telecom provider, based in Groningen, continues to expand rapidly.

“Our customer base grows annually. Before Payt, we managed our debtor process manually, which didn’t run as smoothly as we would have liked. We started looking for ways to improve.” At the time, Voys still had the spirit of a true tech start-up. “We were used to developing our own software to solve the issues we encountered. Fortunately, Payt had already invented the accounts receivable management wheel for us.”

Trust the software

Voys serves both small businesses and large enterprises. Among the smaller clients — freelancers or start-ups with limited staff — there are sometimes moments when there’s insufficient balance in their account when the phone bill is collected.

“That happens,” Janneke explains. “What’s great about Payt is that an unpaid invoice doesn’t just sit unresolved. The software detects when a direct debit has failed. If the customer hasn’t realised and doesn’t pay manually, Payt sends an automatic email after two days — entirely in our house style — with an iDEAL payment link. That way, the customer can still pay the invoice easily.”

“The best part? The debtor and invoice numbers are automatically included with the payment. That means no extra admin work. Our accounting software immediately recognises the iDEAL payment and links it to the correct records.”

Automating the debtor process

According to Janneke, Payt works best when you allow the software to do its job.

“Once the process is up and running, you don’t need to worry about it. You can pause or stop it manually, but we only do that in exceptional cases. At the start of the collaboration, we worked with the Payt team to determine how the process should work — for instance, after how many days reminders should be sent and what tone they should have.”

“At Voys, we literally have our own ‘tone of voice’, and it’s great that we can maintain that in our administrative communications too.”

Although the correspondence from Voys is typically friendly and informal, the tone becomes more assertive as reminders progress.

“In the final reminder, we make it clear: if the customer does not pay, we’ll begin a formal collection process. We state plainly: ‘Settle your invoice now, otherwise we’ll be forced to charge collection fees — and that would be a waste of your money.’”

If an invoice remains unpaid, the process automatically transitions into Payt’s debt collection workflow. This is legally compliant, enabling Voys to hand the file over to a bailiff at the press of a button if necessary.

“The fact that we only initiate a handful of collection processes each year proves that Payt’s debtor management is highly effective.”

Data-driven decisions

Beyond the structured workflow, Janneke is particularly enthusiastic about the management reporting Payt provides.

“At Voys, we base many of our decisions on data. The ability to generate statistics helps me enormously in meetings with my colleagues. At a glance, I can view the status of our invoices and explain any challenges we’re facing.”

There’s no doubt about it — the Audit Office at Voys is extremely satisfied with Payt’s accounts receivable software.

“With Payt, you can approach customers with far more confidence. People make mistakes, but the software doesn’t. If a customer says they didn’t receive an invoice or reminder, we can check that immediately. Plus, customers have full access to their records via the Payt customer portal.”

“We no longer have to chase outstanding debts — and we manage all our debtor administration in around 20 hours a week. Easy peasy!”