How Galileo Followed Up on Millions in Overdue Invoices Using Invoice Butler
With Invoice Butler, Galileo turned a messy and inconsistent billing and collections process into a streamlined, automated system. Within days, Invoice Butler was identifying overdue invoices, drafting follow-ups, and helping Will reclaim hours every week.
Key Outcomes
Millions
unlocked in overdue payments
14 days
Follow-up window reduced
2-3
days implementation
0
new hires
“It felt like I had hired somebody without going through a full interview process or making a full-time hire.”
— Will Goldfarb, Head of Finance, Galileo
— Will Goldfarb, Head of Finance, Galileo
About Galileo
Galileo is a leading GenAI evaluation platform that helps teams build, test, and monitor AI applications so they work and scale safely. It is used by companies ranging from startups to large enterprises, including Twilio, Comcast, and HP.
The Challenge: Billing Gaps Created Cash Flow Risk
When Will joined Galileo, collections and finance weren’t seen as a problem. But once he reviewed the books, the numbers didn’t behave like a normal SaaS business.
“The revenue was all over the place.”
Key issues surfaced quickly:
- Customers who were never billed again
- Closed-won deals with no signed contract
- Signed contracts were missing from HubSpot
- Invoices that were sent once and never followed up
This resulted in:
- Millions in uncollected cash
- No clear source of AR tracking
- Manual and spreadsheet-driven collections
To make sense of AR, Will had to manually keep track of every invoice and follow-up.
“I was just building a bigger and bigger spreadsheet.”
Why AR Automation was the Right Fit
Will wasn’t looking for a complex AR platform or a long sales cycle.
And in finance software specifically, he’d been burned by overly polished demos that were either too complicated or just didn’t work.
“I was looking around for a solution, and I knew there had to be a better way to do all this tracking.”
Invoice Butler stood out because it:
- Required minimal setup
- Connected directly to existing systems
- Let finance teams try before fully committing
Invoice Butler was simple, fast, and testable.
Implementation: Live and Working in 2–3 Days
Setup didn’t require a drawn-out process or major internal effort.
Invoice Butler began flagging overdue invoices almost immediately.
“We didn’t have to change how we work. Invoice Butler met us where we were.”
What changed:
- Overdue invoices were automatically identified
- Follow-up emails drafted with context
- Approvals handled directly in Slack
- No spreadsheet tracking required
The Turning Point: Talking to the Right Person
Before Invoice Butler, Will’s emails kept landing in the same generic inbox.
“They gave me AP at bigcompany.com. So I'm just going to keep emailing that again and again and again, hoping for a different result.”
That meant looping in:
- VP of Finance
- Controller
- Other AP contacts
That change worked immediately.
“We had a customer in France who was way overdue, and all of a sudden, I felt like I was connected with the right person.”
The Results: Hours Reclaimed for Strategic Finance
1. Collections Operated Without Adding Headcount
- AR follow-ups handled automatically
- No need to hire or manage a collections resource
2. Finance Time Reclaimed
- Hours per week saved on tracking, follow-up, and escalation
- Less cognitive overhead around who had and hadn’t paid
“Collections went from something I was constantly tracking to something I didn’t have to think about.”
3. Reduced Cash Risk
- Overdue invoices surfaced early
- Follow-ups happened consistently and on time
4. Finance Focused on Strategy
- More time for forecasting, budgeting, and board-ready analysis
- Less time spent chasing payments
Why Will Recommends Invoice Butler
“I think it's super lightweight and easy-to-use. Just keeping things simple is what made it really an easy buy and get value fast.”