About Evolve United
Evolve United is a mission-driven company redefining wellness programming for the multi-family housing industry. Owned by Dylan Smith, Evolve United partners with property owners, managers, and developers to bring premium, community-focused fitness and wellness services directly to apartment communities across the country.
Through a curated network of certified wellness professionals, Evolve United offers on-site group fitness classes, mindfulness sessions, and wellness events—all designed to foster connection, enhance resident satisfaction, and support healthy lifestyles. Their programs are not only a key differentiator for properties seeking to boost retention and attract new residents, but they also create vibrant, engaged communities that prioritize holistic well-being.
By acting as an extension of the property management team, Evolve United takes the burden of wellness programming off-site staff, while delivering consistent, high-quality experiences that add value to both residents and property owners.
About Evolve United
Evolve United is a mission-driven company redefining wellness programming for the multi-family housing industry. Owned by Dylan Smith, Evolve United partners with property owners, managers, and developers to bring premium, community-focused fitness and wellness services directly to apartment communities across the country.
Through a curated network of certified wellness professionals, Evolve United offers on-site group fitness classes, mindfulness sessions, and wellness events—all designed to foster connection, enhance resident satisfaction, and support healthy lifestyles. Their programs are not only a key differentiator for properties seeking to boost retention and attract new residents, but they also create vibrant, engaged communities that prioritize holistic well-being.
By acting as an extension of the property management team, Evolve United takes the burden of wellness programming off-site staff, while delivering consistent, high-quality experiences that add value to both residents and property owners.
The Challenge
When Evolve United approached us, their business was growing rapidly, but behind the scenes, their financial operations were struggling to keep pace. As a growing service provider working with dozens of properties and managing a large team of independent wellness professionals, accurate accounting and reliable cash flow were critical to their sustainability and growth.
However, their books told a different story.
Unorganized financial records
Many transactions were booked to incorrect accounts, and reconciliations hadn’t been completed in months, leaving leadership without a clear picture of revenue, expenses, or profitability.
Severe AR backlog
Most concerning, their Accounts Receivable report showed over $40,000 in unpaid invoices, many of which were over 12 to 24 months overdue. This aging AR represented services that had already been delivered, but the payments had fallen through the cracks due to the absence of a structured collections process.
Unreliable reporting
Without accurate financial data, Dylan and his team were making key business decisions based on gut feel rather than reliable numbers—putting stress on operations and financial planning.
The impact on the business was significant:
- Cash flow was tight and unpredictable, making it difficult to confidently cover instructor payments, invest in marketing, or plan for growth opportunities.
- The lack of visibility into financial health created unnecessary stress for Dylan, who wanted to focus on scaling the business but felt constantly pulled into operational firefighting.
- Without an internal AR follow-up process in place, invoices continued aging, and customer payment behaviors worsened—reinforcing a cycle of delayed payments and strained relationships.
Evolve United had built a reputation for delivering exceptional wellness experiences—but internally, they needed a partner who could bring the same level of professionalism and structure to their financial operations.
Our Approach
We partnered closely with Dylan and his team to overhaul Evolve United’s accounting operations, combining clean-up work with establishing repeatable systems and forward-looking processes that would support both the current business and its future.
AR Recovery—Immediate Action to Improve Cash Flow
Our top priority was tackling the critical issue of over $40,000 in overdue Accounts Receivable, which was directly hindering Evolve United’s ability to operate and grow.
- Audit of outstanding balances: We performed a thorough review of all past-due invoices, verifying balances and gathering key customer contacts for outreach.
- Structured collection campaign: We launched a targeted, multi-touch collection effort, starting with email reminders and escalating to personalized phone calls. Each customer was contacted up to three times via email and another three times via phone call, ensuring timely, professional, and persistent follow-up. Once customers were reached by phone, most paid within the same month.
- Payment method streamlining: We encouraged customers to switch to ACH or credit card payments, eliminating the delays of mailed checks and accelerating payment turnaround times.
As a result of this focused and disciplined process, we successfully collected nearly all overdue AR within just 2 months—with minimal write-offs for bad debt. This rapid recovery of cash gave Evolve United the financial breathing room they urgently needed to stabilize and refocus on growth.
Proactive AR Process Implementation—Preventing Future Issues
With the immediate cash flow crisis resolved, we turned our attention to building a proactive, ongoing AR process that would prevent the same issues from recurring:
- Day 30 collection trigger: We implemented an internal policy where any customer reaching the 30-day mark on an unpaid invoice triggered an immediate call from our team on Evolve United’s behalf, kicking off a structured collection sequence.
- Ongoing AR monitoring: AR aging reports became a standing part of Evolve United’s monthly financial review, allowing our team to coordinate with Dylan to spot and address overdue accounts quickly.
- Payment method optimization: We worked with customers to transition as many as possible to auto-pay or electronic payment methods, streamlining the invoicing and payment process
This system now ensures that Accounts Receivable is actively managed every month, keeping cash flow healthy and reducing administrative headaches.
Phase 3: Accounting Clean-Up & Financial Clarity
While collections were the immediate priority, we simultaneously addressed the company’s underlying accounting disorganization to create a foundation for accurate financial management:
- Complete accounting clean-up: We corrected historical errors in the books, fixed misclassified transactions, and ensured all reconciliations were current.
- Chart of accounts optimization: We restructured the chart of accounts to reflect Evolve United’s business model, providing leadership with clear visibility into revenue, expenses, and profitability by service and customer segment.
- Reliable monthly reporting: With clean data in place, Dylan now receives accurate monthly financial reports, including comparisons to the previous month and year. This allows the leadership team to make data-driven decisions, manage cash proactively, and confidently plan for growth.
Together, these efforts gave Evolve United not only the immediate cash flow relief they urgently needed, but also the financial systems and processes to support long-term success.
Phase 1: AR Recovery—Immediate Action to Improve Cash Flow
Our top priority was tackling the critical issue of over $40,000 in overdue Accounts Receivable, which was directly hindering Evolve United’s ability to operate and grow.
- Audit of outstanding balances: We performed a thorough review of all past-due invoices, verifying balances and gathering key customer contacts for outreach.
- Structured collection campaign: We launched a targeted, multi-touch collection effort, starting with email reminders and escalating to personalized phone calls. Each customer was contacted up to three times via email and another three times via phone call, ensuring timely, professional, and persistent follow-up. Once customers were reached by phone, most paid within the same month.
- Payment method streamlining: We encouraged customers to switch to ACH or credit card payments, eliminating the delays of mailed checks and accelerating payment turnaround times.
As a result of this focused and disciplined process, we successfully collected nearly all overdue AR within just 2 months—with minimal write-offs for bad debt. This rapid recovery of cash gave Evolve United the financial breathing room they urgently needed to stabilize and refocus on growth.
Phase 2: Proactive AR Process Implementation—Preventing Future Issues
With the immediate cash flow crisis resolved, we turned our attention to building a proactive, ongoing AR process that would prevent the same issues from recurring:
- Day 30 collection trigger: We implemented an internal policy where any customer reaching the 30-day mark on an unpaid invoice triggered an immediate call from our team on Evolve United’s behalf, kicking off a structured collection sequence.
- Ongoing AR monitoring: AR aging reports became a standing part of Evolve United’s monthly financial review, allowing our team to coordinate with Dylan to spot and address overdue accounts quickly.
- Payment method optimization: We worked with customers to transition as many as possible to auto-pay or electronic payment methods, streamlining the invoicing and payment process
This system now ensures that Accounts Receivable is actively managed every month, keeping cash flow healthy and reducing administrative headaches.
Phase 3: Accounting Clean-Up & Financial Clarity
While collections were the immediate priority, we simultaneously addressed the company’s underlying accounting disorganization to create a foundation for accurate financial management:
- Complete accounting clean-up: We corrected historical errors in the books, fixed misclassified transactions, and ensured all reconciliations were current.
- Chart of accounts optimization: We restructured the chart of accounts to reflect Evolve United’s business model, providing leadership with clear visibility into revenue, expenses, and profitability by service and customer segment.
- Reliable monthly reporting: With clean data in place, Dylan now receives accurate monthly financial reports, including comparisons to the previous month and year. This allows the leadership team to make data-driven decisions, manage cash proactively, and confidently plan for growth.
Together, these efforts gave Evolve United not only the immediate cash flow relief they urgently needed, but also the financial systems and processes to support long-term success.
Phase 2: Proactive AR Process Implementation—Preventing Future Issues
With the immediate cash flow crisis resolved, we turned our attention to building a proactive, ongoing AR process that would prevent the same issues from recurring:
- Day 30 collection trigger: We implemented an internal policy where any customer reaching the 30-day mark on an unpaid invoice triggered an immediate call from our team on Evolve United’s behalf, kicking off a structured collection sequence.
- Ongoing AR monitoring: AR aging reports became a standing part of Evolve United’s monthly financial review, allowing our team to coordinate with Dylan to spot and address overdue accounts quickly.
- Payment method optimization: We worked with customers to transition as many as possible to auto-pay or electronic payment methods, streamlining the invoicing and payment process
This system now ensures that Accounts Receivable is actively managed every month, keeping cash flow healthy and reducing administrative headaches.
Phase 3: Accounting Clean-Up & Financial Clarity
While collections were the immediate priority, we simultaneously addressed the company’s underlying accounting disorganization to create a foundation for accurate financial management:
- Complete accounting clean-up: We corrected historical errors in the books, fixed misclassified transactions, and ensured all reconciliations were current.
- Chart of accounts optimization: We restructured the chart of accounts to reflect Evolve United’s business model, providing leadership with clear visibility into revenue, expenses, and profitability by service and customer segment.
- Reliable monthly reporting: With clean data in place, Dylan now receives accurate monthly financial reports, including comparisons to the previous month and year. This allows the leadership team to make data-driven decisions, manage cash proactively, and confidently plan for growth.
Together, these efforts gave Evolve United not only the immediate cash flow relief they urgently needed, but also the financial systems and processes to support long-term success.
Results
Through our partnership, Evolve United experienced a rapid turnaround in both cash flow health and financial visibility. Within just 2 months, we successfully collected 100% of the $40,000+ in overdue Accounts Receivable, with minimal write-offs for bad debt. This aggressive yet professional collection process immediately alleviated cash flow strain and restored stability to day-to-day operations.
At the same time, the implementation of a proactive, disciplined AR management system ensured that overdue balances would no longer accumulate unchecked. Today, accounts rarely reach the 30-day mark before action is taken, keeping the AR aging report clean and current.
In parallel, we completed a full accounting clean-up and system overhaul, giving Dylan and his leadership team accurate, timely financial reports they can rely on each month. Evolve United now benefits from:
- Clear, accurate monthly financial statements, with comparisons to prior months and years.
- Visibility into cash flow, profitability, and financial trends, empowering Dylan to make confident, data-driven decisions.
- Stronger internal processes for both accounting and AR management, supporting the company’s growth and scaling plans.
What began as a reactive engagement to fix urgent problems became a foundational transformation of Evolve United’s financial operations, giving the business not just stability—but momentum.
Discover More Success Stories
Book an Appointment
Book an appointment for a free consultation to determine how we can best serve you.
