Collecting $40,000+ in Overdue Receivables in Just 2 Months

Evolve United was growing fast, but its books couldn’t keep pace. We recovered its overdue receivables, built a proactive collections process and cleaned up its accounting.

Overdue AR collected: $40K+
To recover it: 2 months
New collection trigger: Day 30

Industry: Wellness programming for multi-family housing
Owner: Dylan Smith
Services: AR recovery, AR process, accounting clean-up
Outcome: Healthy cash flow and reliable monthly reports

About the client

About Evolve United

Owned by Dylan Smith, Evolve United partners with property owners, managers and developers to bring premium fitness and wellness services to apartment communities across the country.

Its network of certified wellness professionals offers on-site group fitness classes, mindfulness sessions and wellness events that help properties boost retention and attract new residents.

The challenge

Rapid Growth, Books That Couldn’t Keep Up

Evolve United was growing fast, with dozens of properties and a large team of independent wellness professionals. Accurate accounting and reliable cash flow were critical, but its books told a different story.

Unorganized financial records
Transactions booked to the wrong accounts and reconciliations months behind left leadership without a clear picture of revenue, expenses or profitability.
Severe AR backlog
Over $40,000 in unpaid invoices, many over 12 to 24 months overdue: services already delivered, with no structured collections process.
Unreliable reporting
Without accurate data, Dylan and his team were making key decisions on gut feel.

Fitness instructor reviewing a clipboard

The impact on the business was significant

Cash flow was tight and unpredictable, making it hard to cover instructor payments, invest in marketing or plan for growth.
Dylan wanted to focus on scaling but felt constantly pulled into firefighting.
With no AR follow-up process, invoices kept aging and customer payment habits got worse.

Our approach

Three Phases, From Cash Recovery to Clarity

We worked closely with Dylan and his team to clean up the books and build repeatable systems for the future.

Phase 1
AR Recovery: Immediate Action to Improve Cash Flow
First priority: over $40,000 in overdue Accounts Receivable that was holding back operations and growth.
- Audit of outstanding balances: We verified every past-due balance and gathered customer contacts.
- Structured collection campaign: Up to three emails and three phone calls per customer. Once reached by phone, most paid within the same month.
- Payment method streamlining: We encouraged customers to switch to ACH or credit card, eliminating mailed-check delays.
We collected nearly all overdue AR within just 2 months, with minimal write-offs for bad debt, giving Evolve United room to stabilize and refocus on growth.
Phase 2
Proactive AR Process Implementation: Preventing Future Issues
Next, we built an ongoing AR process to keep the problem from coming back:
- Day 30 collection trigger: Any invoice unpaid at 30 days triggers an immediate call from our team, starting a structured collection sequence.
- Ongoing AR monitoring: AR aging is now part of the monthly financial review, so overdue accounts get caught quickly.
- Payment method optimization: We moved as many customers as possible to auto-pay or electronic payments.
AR is now actively managed every month, keeping cash flow healthy.
Phase 3
Accounting Clean-Up & Financial Clarity
At the same time, we fixed the underlying accounting:
- Complete accounting clean-up: We corrected historical errors and misclassified transactions and brought reconciliations current.
- Chart of accounts optimization: Restructured to show revenue, expenses and profitability by service and customer segment.
- Reliable monthly reporting: Dylan now gets accurate monthly reports with comparisons to the previous month and year, so leadership can manage cash and plan for growth.
The result: immediate cash flow relief, plus systems built for long-term success.

The results

A Rapid Turnaround in Cash Flow and Visibility

Within just 2 months, we collected 100% of the $40,000+ in overdue Accounts Receivable, with minimal write-offs for bad debt, restoring stability to day-to-day operations.

Today, accounts rarely reach the 30-day mark before action is taken, keeping the AR aging report clean and current.

After a full accounting clean-up and system overhaul, Evolve United now has:

Clear, accurate monthly financial statements, compared to prior months and years.
Visibility into cash flow, profitability and trends for confident decisions.
Stronger accounting and AR processes that support its growth.