CrystalClear Pools: Automated Customer Reminders and Billing

CrystalClear Pools is a residential pool cleaning and maintenance service owned by James, serving 150+ customers with recurring monthly service for 6 years.

The Challenge

James had a large customer base on recurring monthly contracts, but billing and payment collection were chaotic. Many customers forgot to pay on time, requiring manual follow-up. Late payments were affecting cash flow, and James was spending 6+ hours monthly on billing and payment reminders. Some customers were unhappy with the payment process, leading to cancellations.

The AI Solution

Zen Companies implemented an automated billing and reminder system. Customers received automated reminders before their service date, automatic invoices after service completion, and payment reminders if payment wasn't received. The system offered multiple payment options (credit card, ACH, PayPal) and sent thank-you messages after payment. For customers at risk of cancellation, the system triggered special retention offers.

Results

• On-Time Payment Rate: Improved from 65% to 92%.
• Days Sales Outstanding: Reduced from 28 days to 8 days.
• Time on Billing: Reduced by 85%.
• Customer Cancellation Rate: Reduced by 40%.
• Cash Flow: Improved by 50%.
• Annual Revenue: Increased by $18,000.

"The automated billing system transformed my cash flow. Customers pay on time, I'm not chasing people for payment, and I have more time to actually grow the business. This single tool probably saved my business."