Founded in 2013, Deepidoo is a sensory marketing agency helping brands bring their stores to life. Using proprietary technology, the company designs and deploys tailored atmospheres through music playlists, video content and scent diffusion, ensuring a consistent sound, visual and olfactory identity across every location.
Anne-Laure Poyard, Administrative Manager at Deepidoo, explains why she decided to digitalise collections with LeanPay.
Before LeanPay
A collections process lacking structure and accuracy
One and a half days per week spent chasing payments
100 000 € in overdue invoices each month
With LeanPay
Precise collections management powered by real-time data
2 hours per week dedicated to customer follow-up
70 000 € in overdue invoices, with 30 000 € recovered much faster
Deepidoo’s customer base is highly diverse, ranging from independent restaurant owners to major retail chains such as Go Sport and Decathlon with extensive store networks. This diversity is reflected in billing arrangements:
In total, between 300 and 400 invoices are issued every month.
As the sole person responsible for billing, Anne-Laure Poyard was spending considerable time on collections. “It took a huge amount of time. I was spending one and a half days every week sending reminders.”
Late payments were becoming increasingly frequent. To address this, Deepidoo hired an external collections provider to send reminder emails and make phone calls.
“We wanted someone specialised in collections so it would have more impact on our customers.”
Although results were initially encouraging, the system proved inefficient.
“I sent the customer statement once a week with invoices more than 30 days overdue. For example, if I sent the file on Monday and an invoice became overdue on Friday, it might not be chased until the following Thursday. That created up to a one-week gap.”
She also realised that the largest overdue amounts were often sensitive cases involving disputes, situations the external provider could not resolve anyway. The expected time savings were limited.
Moreover, as Deepidoo receives payments daily, the shared file quickly became outdated, creating the risk of chasing customers who had already paid.
“It simply wasn’t efficient. We needed a solution that could connect directly to our QuickBooks invoicing system to provide real-time tracking. That was our number one requirement.”
Determined to find a tool integrated with QuickBooks, Anne-Laure Poyard began her research. When she discovered the LeanPay and QuickBooks integration, she explored further.
“I saw that you were based in Lille, and we liked the idea of working with a French company. I contacted Socrate Tellier, CEO and co-founder of LeanPay, for a demo. He offered us a 15-day free trial, so we decided to go ahead.”
She particularly appreciated the immediate API connection between QuickBooks and LeanPay, enabling real-time data synchronisation.
“The integration is incredibly simple. There’s no need to recreate all our customers. Everything is imported instantly. We were well supported too. I had access to support if needed during setup, but there was very little to configure. After two months, we had a follow-up meeting to share feedback. The improvements I suggested were quickly implemented.”
Real-time management has been a major advantage.
“I don’t have to question whether a reminder is relevant. If it’s sent, it means payment hasn’t been received. The dashboard is fully real-time as well: DSO, worst-paying customers. It’s much clearer than what we had with our previous provider.”
Anne-Laure Poyard created several reminders plans to tailor communication to different customer profiles.
“I have a basic automated scenario with a pre-reminder, first and second email reminders, a phone call, and then a formal notice. For more sensitive customers, I use a plan where I validate reminders before sending them. As everything is already set up, I just click to approve. I’ve also created plans for reminders in English.”
These tailored workflows have improved response rates. “I’ve noticed customers reply more easily to reminder emails since we started using LeanPay. It’s clearer for them. They can access their invoices via the customer portal and see an overview of their account. When they provide a payment date, I record it in the invoice comments. It’s extremely practical.”
Her next step is to involve the sales team more closely in LeanPay to improve collaboration. She wants finance and sales to share information seamlessly.
“I’ll soon train four colleagues. The aim is for them to have real-time visibility of late payments and use comments to provide context. For example, if an installation isn’t complete, it’s normal that the customer hasn’t paid yet and shouldn’t be chased.”
“LeanPay allows us to communicate better internally and centralise all information in one place, rather than across dozens of separate emails.”
After six months, Anne-Laure Poyard highlights three major improvements: reduced overdue amounts, better invoice tracking and significant time savings.
She observed approximately a 30% reduction in overdue invoices.
“For example, where we previously had 100 000 € in overdue invoices in a given month, we’re now closer to 70 000 €. That means 30 000 € recovered much faster. It strengthens our cash position and allows us to make small additional investments.”
Once LeanPay was configured to match Deepidoo’s communication practices (dunning plans, personalised reminder emails and letters, tagging) Anne-Laure Poyard was fully satisfied with the new approach.
“It’s a far better way to manage overdue invoices overall. LeanPay pulls invoices and payments in real time to automatically calculate everything: DSO, aging balance, top five bad payers, a customer’s weight relative to revenue. Everything is centralised in one place. Our process will become even more efficient once the sales team uses LeanPay daily.”
“Now that everything is properly configured, I simply validate the reminders I want to send. I can focus on higher-value tasks. Monitoring overdue invoices is critical, but repetitive. Automating it frees up time for equally important work that cannot be automated.”
“Previously, I spent one and a half days per week managing late payments. With LeanPay, it’s now just two hours per week.”
LeanPay provides finance teams with an accounts receivable software to eliminate late payments and collect 100% of their revenue.
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