With Invoice Butler, FirmPilot turned a manual, spreadsheet-driven collections process into a structured, automated workflow. Within weeks, aged receivables declined, follow-ups ran consistently, without adding headcount.
How FirmPilot Managed Mid-6-figure AR Without Hiring an AR Specialist Using Invoice Butler
Key Outcomes
100%
automation of standard follow-ups
Reduced
age-weighted receivables
Mid 6-figure
AR actively managed
0
new hires
“Closing the loop on receivables drives the business forward. Invoice Butler solved that without forcing us to change how we work.”
— Dan Eidell, Head of Finance, FirmPilot
— Dan Eidell, Head of Finance, FirmPilot
About FirmPilot
FirmPilot is an AI-powered legal marketing platform serving law firms. As a post–Series A SaaS company scaling quickly, they needed finance operations that could mature without slowing growth or adding unnecessary headcount.
The Challenge: Cleaning Up the Books Revealed an AR Problem
When Dan joined FirmPilot as Head of Finance, his priority was rebuilding the company’s financial foundation. He:
- Rebuilt the chart of accounts
- Fixed revenue recognition
- Cleaned up deferred revenue
- Reconstructed the SaaS P&L
Once visibility improved, one issue became clear: mid–six–figure receivables had accumulated significantly.
Collections were managed through:
- Excel trackers
- Manual email follow-ups
- Stripe + QuickBooks reconciliation
- Internal coordination between finance and ops
Leadership time was being pulled into follow-ups instead of growth.
“It was basically a series of Excel spreadsheets, phone calls, and coordination. It worked, but it didn’t scale.”
Why AR Automation Was the Right Fit
FirmPilot evaluated broader finance automation tools, and they realised they didn’t need a new accounting system.
They needed something lightweight and focused.
Invoice Butler stood out because it:
- Integrated directly with their existing stack
- Automated follow-up workflows
- Required minimal setup
And most importantly, it didn’t change Dan’s spreadsheet-based finance workflow.
“We weren’t looking for something robust or far-reaching. We needed a tangible solution to this specific problem.”
Implementation: Fast, Lightweight, and No Effort
The setup didn’t require rebuilding processes or retraining the team.
Invoice Butler began:
- Identifying overdue invoices
- Escalating when needed
- Tracking communication automatically
- Running structured follow-up cadences
Manual spreadsheet tracking and coordination loops were out of the picture.
“It didn’t require a workflow change at all.”
The Turning Point: Automation Replaced a Planned Hire
Before Invoice Butler, the plan was to hire a billing/AR specialist in the next growth phase.
Instead, Invoice Butler absorbed most of that workload:
- Escalations
- Collections cadence
- Ongoing AR hygiene
- Payment method collection
Leadership now steps in only for important judgment calls.
“At some point, if not for IB, we would have hired a human to do this.”
The Results: FirmPilot Got Cash In Faster & Saved Hours of Manual Effort
1. Lower Aged Receivables
Age-weighted AR declined, improving balance sheet health and cash timing.
“We’ve seen receivables drop and the age-weighted value of our receivables decline.”
2. No Additional Headcount
The planned AR hire was deferred.
3. Leadership Time Reclaimed
Manual tracking, reconciliation, coordination, and repetitive follow-ups were eliminated.
4. Runway Extended
More cash in faster meant more flexibility to hire where it drives growth.
Why Dan Recommends Invoice Butler
“Closing the loop on receivables drives the business forward. It extends your runway. It gives you more money to invest and reinvest.”