casestudy17

From Manual Hassle to Revenue Risk

TruGuard Security had a challenge most growing companies face: collections were eating up valuable time. Chasing unpaid invoices meant endless reminders, manual follow-ups, and the risk of strained client relationships. With different entities, contracts, and payment terms in play, the process was inconsistent and prone to error. Valuable revenue was slipping through the cracks, and the finance team was stuck in a cycle of reminders instead of focusing on growth.

TruGuard didn’t just want automation. They needed a system that could handle the nuances of contracts — Net 15, Net 30, dispute windows — without losing professionalism or client trust.

That’s where VOKSICA came in.

Searching for a Smarter Way to Collect

The goal wasn’t to send more emails or make more calls. TruGuard needed a contract-aware collections system — something intelligent enough to know when to escalate, when to follow up, and when to bring in a human. A system that could protect relationships while ensuring payments came in on time.

Meet the Contract-Aware Collections Agent

VOKSICA designed and deployed an AI-powered collections agent, built to act like a skilled account officer who never forgets a deadline.

Using QuickBooks for invoice syncing, Notion for contract tracking, GoHighLevel for email sequences, Retell AI for calls, and n8n for orchestration, the system could:
– Send multi-stage email reminders based on contract terms.
– Escalate to AI voice calls if emails went unanswered.
– Route disputes directly to a human officer in Notion.
– Track everything in a real-time Notion dashboard: invoices, contracts, call logs, and escalations.

The result? A seamless loop from invoice issued → follow-up → escalation → payment received.

Built with Precision, Powered by Automation

Behind the scenes, we built a structured flow across platforms:

– QuickBooks + Notion Integration: Every invoice and contract term synced daily with failover checks.
– Smart Email Flows: A five-stage sequence (3 days before due, on due date, +5, +10, +15) gently escalating in tone.
– Voice Escalations: Retell AI voice calls triggered after email silence, adapting to gatekeepers, AP teams, or voicemails.
– Dispute Handling: If a client raised issues, cases were logged in Notion and assigned instantly to an escalation officer.
– Dashboards & Alerts: Live tracking of overdue invoices, escalations, and payments, plus optional Slack notifications.

Every edge case — wrong terms, no responses, or reputational risk — was anticipated and handled in the design.

From Unpaid to Paid: The Transformation

Before automation, invoices dragged out and cash flow was unpredictable. After launch, the difference was clear:

– Invoices were tagged and tracked automatically, with zero manual sorting.
– Email reminders landed consistently, without staff intervention.
– No-response cases were picked up by AI calls, ensuring no invoice went ignored.
– Paid invoices triggered automatic acknowledgments, closing the loop cleanly.

Finance staff finally had breathing room. Instead of chasing payments, they were reviewing insights and handling only true escalations.

Visibility, Control, and Peace of Mind

What TruGuard gained wasn’t just automation — it was control.

Managers could log into a Notion dashboard and see, at a glance:
– Which invoices were overdue.
– Which clients were in dispute.
– Which calls had been made and their outcomes.
– What actions were pending with the human team.

No more guesswork, no more blind spots.

The Results

In the first weeks post-launch, TruGuard saw measurable improvements:

– Faster recoveries on overdue invoices.
– Reduced manual workload, saving the finance team hours every week.
– Higher consistency in collections tone, protecting client relationships.
– 100% visibility of where each invoice stood, from open to paid.

The system wasn’t just a tool. It became TruGuard’s always-on collections officer — scalable, reliable, and sensitive to contracts.

Who Else Can Benefit from Contract-Aware Collections?

While built for TruGuard, this solution is not limited to the security industry. Any sector dealing with recurring invoices, varied payment terms, and contract-bound clients can benefit from such automation.

– Healthcare & Clinics – Streamlining patient billing and insurance claim follow-ups.
– Real Estate & Property Management – Ensuring timely rent, lease, and maintenance fee collections.
– Professional Services (Law, Consulting, Marketing) – Handling retainer contracts and milestone-based payments.
– Logistics & Supply Chain – Managing vendor invoices and multi-party contract terms.
– Education & Training Providers – Automating tuition, enrollment, or course fee reminders.

The system adapts to any industry where timely collections and contract sensitivity are critical.

Empowering Businesses with Smarter Collections

At VOKSICA, we didn’t just build an automation. We built a collections system that thinks. TruGuard no longer risks delayed payments or reputational damage from overly aggressive follow-ups. Instead, they run a professional, scalable collections process — powered by AI, but always ready for human intervention when needed.

Because in collections, just like in security, timing and precision matter.