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Accounts receivable automation platform. Build, run and automate your entire collections process

Sunbay is a platform for building and running collections processes in which finance and sales work together and the repetitive steps happen on their own.

Book a demoSee how the process works

Companies that work with Sunbay

Be EffectiveLiveKidEnergetyczny ProjektPAGAFeelgoodEveruptiveFlowmore

In most companies
receivables are tracked by hand

The ERP sends reminders and overdue invoices show up in Excel. But what was agreed with customers stays in emails, notes and the memory of salespeople, so nobody has the full history.

Manual work

“We do it by hand”

For every invoice someone has to send a reminder, check the payment and note what the customer replied. The more invoices, the more of this work.

Chaos

“Nobody knows what is happening with this invoice”

What the customer agreed to sits in one person’s inbox. When management asks about an invoice, the answer has to be pieced together from several people.

A module nobody uses

“We have a module, but nobody opens it”

It was set up years ago, but the team still goes back to Excel. It shows neither customer replies nor tasks for people.

Part of the process
ERP and Excel
Sunbay
Reminders
The same reminder for every customer.
A gentle reminder for a reliable customer, a firm one for the customer who always pays late. Email, SMS and interest note.
Customer profile
Every customer is treated the same way.
A separate path for each type of customer.
Roles in the process
Who calls the customer is decided case by case.
Sales, finance and the manager each have their own steps and deadlines. Everyone sees the whole case.
Customer replies
They stay in the inbox. Someone has to read them and remember them.
Sunbay acts on them. A promise to pay pauses reminders, and a dispute creates a task.
Agreements and history
They live in spreadsheet comments and emails.
They are saved with the invoice and the customer. Finance and sales both see them.
Payments
Someone compares the bank statement with the spreadsheet.
A payment booked in the ERP closes the case and stops the reminders.
Escalation
Documents for a debtor register or a law firm are gathered by hand.
You send a file with the full case history in one click.
Reports
Someone builds a report when management asks for one.
You ask the AI agent and get an answer with a list of cases.

Bring finance and sales together in one collections process

1

Build

Set up paths for different types of customers. In each one you decide who takes which step.

2

Track

Every step has an owner and a deadline. You can see where each invoice stands.

3

Automate

The system sends reminders, issues interest notes and closes cases once the payment arrives.

Everyone knows what to do and when

Sunbay sends emails, SMS and interest notes on its own, following the path. People only get the steps that need a conversation or a decision. You set up and change the paths yourself, with no developer involved.

45 dni4 kroki automatyczne3 zadania dla ludzi
Dzień 1
Dzień 7
Dzień 9
Dzień 12
Dzień 16
Dzień 30
Dzień 45
Handlowiecopiekun klienta
Sunbayautomatycznie
Finanseosoba od należności
Kierowniknależności albo CFO
Dzień 1
Handlowiec · E-mail, automatycznieŁagodne przypomnienie

Sunbay wysyła je ze skrzynki handlowca. Odpowiedź klienta widzą handlowiec i finanse.

  • Dzień 1 · Handlowiec · automatycznie
    Łagodne przypomnienie
    Sunbay wysyła je ze skrzynki handlowca. Odpowiedź klienta widzą handlowiec i finanse.
  • Dzień 7 · Sunbay · automatycznie
    SMS do księgowości
    SMS ma kwotę, numer faktury i link do płatności.
  • Dzień 9 · Sunbay · automatycznie
    Drugie przypomnienie
    E-mail z listą niezapłaconych faktur. Odpowiedź klienta Sunbay zapisuje przy fakturze.
  • Dzień 12 · Handlowiec
    Telefon do klienta
    W zadaniu jest historia faktur i odpowiedzi klienta. Termin 2 dni.
  • Dzień 16 · Finanse
    Telefon z finansów
    W zadaniu widać, co klient obiecał wcześniej. Termin 2 dni.
  • Dzień 30 · Sunbay · automatycznie
    Nota odsetkowa
    Sunbay wysyła ją razem z listą niezapłaconych faktur.
  • Dzień 45 · Kierownik
    Decyzja o KRD
    Kierownik widzi całą historię sprawy. Paczkę do KRD wysyła jednym kliknięciem. Termin 3 dni.
Krok automatyczny, robi go SunbayZadanie dla człowiekaDni liczone od terminu płatności. Kliknij krok, żeby zobaczyć szczegóły.

You see every invoice, and Sunbay keeps track of the deadlines

You always know who is handling a case and by when. When a deadline passes, Sunbay sends a reminder and then passes the step on.

All overdue invoices in one view

Each card shows the next step and the person who will take it.

Receivables process
September 2026
Visible to
184
overdue invoices
PLN 1,240,600
owed by customers
7
cases awaiting a decision
63
paid this week
Overdue
58
Nowak Dystrybucja
PLN 18,400
INV/2026/4471 · 1 day overdue
Email from sales
Bartex
PLN 6,250
INV/2026/4478 · due today
Email on the due date
Reminders in progress
96
Polmix
PLN 42,900
INV/2026/4412 · 7 days overdue
SMS to accounts payable delivered
Agro-Trans
PLN 9,800
INV/2026/4390 · 12 days overdue
Call the customer
tomorrow
Agreed
23
Meblo
PLN 27,300
INV/2026/4402 · promise to pay
Transfer by 30 Sep
Kowalski Hurt
PLN 12,600
INV/2026/4377 · 3 instalments of PLN 4,200
Sunbay tracks the instalments
Needs a decision
7
Domex
PLN 31,100
INV/2026/4398 · amount disputed
Resolve the dispute
2 days
Stalmet
PLN 54,000
INV/2026/4301 · 47 days overdue
Debtor register decision
today

Everyone has assigned tasks and deadlines

Sales sends the first reminder, someone in finance calls, and the CFO decides whether the case goes to a debtor register.

The whole customer history in one place

Each customer record holds their invoices, reminders, replies and agreements. It works much like a CRM, only for receivables. Sales sees what finance agreed with their customer, and finance sees what sales promised.

Sunbay takes care of the repetitive steps

Your team only gets the unusual cases that need a decision.

Reminders and notes go out automatically

Sunbay sends emails, SMS and interest notes along the path.

A legal collection file built in one click

When you decide a case should go further, the documents are already collected. The file includes the invoice, demand letters with delivery dates, the customer’s replies and the interest note. You send it to a debtor register such as KRD, a law firm or your own legal team.

Each type of customer follows its own path

Segment your customers

For each customer group you set the channels, the tone and when to escalate.

Sunbay reacts to customer replies

When a customer replies, Sunbay adjusts the next step. Every agreement goes into the invoice history, so the next person knows what the customer promised.

Sunbay handles hundreds of invoices and connects to your systems

Sales and finance work in one process.

Hundreds
of invoices in one process, with no extra spreadsheet
Several roles
sales and finance see the same case history
Several languages
emails and SMS in the customer’s language
AI agent
ask “how much is more than 60 days overdue?” and get the list of invoices right away

ERP and accounting

Invoices and customer data are always up to date.

Symfonia
enova365
Comarch ERP Optima
SAP Business One
Microsoft Dynamics 365
Xero
wFirma
QuickBooks
Saldeo SMART
inFakt

CRM

Sales can see whether their customers pay.

Pipedrive
Attio
Salesforce
HubSpot

Legal collection

You hand over a case with its full history in one click.

Law firm
Your team
KRD
Twój ubezpieczyciel
Debtor register (KRD)
Your credit insurer

Don’t see your system? We also connect to less common accounting and CRM software through its API.

Where Sunbay works best

Sunbay helps most at companies that send hundreds of invoices to many customers every month.

Wholesale and distribution
400 invoices to 250 customers
Transport and logistics
An invoice and a CMR for every order
Subscription services
Hundreds of small invoices a month
Manufacturing for many buyers
Retail chains, wholesale and HoReCa
Real estate
Rent and utility invoices every month

The goods ship before the payment arrives

Salespeople look after customer relationships and don’t want a harsh reminder to spoil them. Payment terms are usually 30 to 60 days.

400
invoices a month
250
customers
30 to 60
day payment terms
Sample path
automatic
task for a person
  1. Day 1
    Email from sales
    Sales
  2. Day 7
    SMS to accounts payable
    Sunbay
  3. Day 12
    Call the customer
    Sales
  4. Day 16
    Call from finance
    Finance
  5. Day 45
    Debtor register decision
    Manager
  • Sales sends the first reminder, finance steps in later
  • The path depends on payment history and the credit limit
  • A payment booked in the ERP closes the case on its own

The payment term only starts once the original documents arrive

Orders often say 60 days from receipt of the invoice with the original CMR, sometimes even from the end of that month. If a document gets stuck in the post or is missing a signature, the payment slips. Meanwhile you pay for fuel, tolls and drivers’ wages as you go.

An invoice for every order
Original CMRs by post
45 to 60
day payment terms
Sample path
automatic
task for a person
  1. Day 0
    Email with the invoice and CMR
    Sunbay
  2. Day 5
    Reminder in the customer’s language
    Sunbay
  3. Day 14
    SMS in the customer’s language
    Sunbay
  4. Day 21
    Call from finance
    Finance
  5. Day 40
    Debtor register file
    Manager
  • The CMR and other documents are attached to the first reminder
  • Reminders in the client’s language
  • A debtor register file with all the documents

The customer disputes an invoice, but reminders keep going out

You sell to retail chains, wholesalers and restaurants. A customer who files a complaint holds back the payment, yet keeps getting reminders about that invoice.

Retail chains, wholesale and HoReCa
Credit notes and complaints
Separate paths for each channel
Sample path
automatic
task for a person
  1. Day 3
    Reminder to the retail chain
    Sunbay
  2. Day 6
    KL
    Quality complaint
    Customer
  3. Day 6
    Reminders paused, task for the account owner
    Sales
  4. Day 14
    Credit note from the ERP, new amount
    Sunbay
  5. Day 20
    Call about the remaining amount
    Finance
  • A complaint stops reminders and creates a task for the account owner
  • After a credit note in the ERP, the case amount updates on its own
  • Separate paths for retail chains, wholesalers and smaller buyers

Nobody calls about a PLN 400 invoice

Accounting firms and IT, cleaning and security companies send hundreds of invoices worth a few hundred zloty every month. Calling every customer doesn’t pay off, so small overdue amounts pile up for months. Most customers only need one reminder, but someone has to send it.

An invoice every month
Hundreds
customers
Invoices of a few hundred zloty
Sample path
automatic
task for a person
  1. Day 0
    Email with a payment link
    Sunbay
  2. Day 3
    SMS with the amount
    Sunbay
  3. Day 7
    Reminder with the invoice list
    Sunbay
  4. Day 14
    Call from finance
    Finance
  5. Day 30
    Interest note
    Sunbay
  • Every customer gets a reminder, even for a PLN 200 invoice
  • Notes and demand letters go out on time
  • Payments from the ERP match to invoices on their own

Tenants pay the rent and leave the utility invoices for later

Every month you invoice tenants for rent, service charges and utilities. Rent usually arrives on time, but tenants put off the utility invoices and query the annual service charge reconciliation. Nobody wants to strain the relationship with a large tenant, so the arrears grow.

Rent, utilities and service charges
Dozens
tenants
Annual service charge reconciliation
Sample path
automatic
task for a person
  1. Day 0
    Reminder on the due date
    Sunbay
  2. Day 5
    SMS to the tenant
    Sunbay
  3. Day 10
    Call from finance
    Finance
  4. Day 20
    Property manager call
    Property manager
  5. Day 30
    Escalation decision
    Manager
  • Rent, utilities and service charges for each tenant in one case
  • Before renewing a lease you can see how the tenant has paid
  • A dispute over the service charge reconciliation pauses reminders and goes to the property manager as a task

Companies already working with Sunbay

Energetyczny Projekt

The process keeps running when someone is sick or on holiday

PLN 5k to 10k
a month was the cost of manual collections (staff time, lawyers and registers)
Several thousand
PLN now comes in every month from interest notes that customers pay
“Sorting this out went so quickly that not doing it would be the real mistake.”
Krzysiek Romaniak, co-founder of Energetyczny Projekt
Read the story
Tequipy

Over 200 overdue invoices a month across four countries

7 days
shorter average time to payment
30%
lower DSO
“We were scaling fast. Revenues and invoice volumes were exploding. But our cash balance wasn’t. Chasing down 200+ overdue invoices manually isn’t just messy, it’s basically a full-time job. With Sunbay’s automation, this headache is now a fraction of what it used to be.”
Bart Czerkies, co-founder of Tequipy
Read the story
FAQ

Frequently asked questions about Sunbay

What Sunbay is, who it is for and how to get started.

Didn't find your answer?
Talk to our team

What is Sunbay?

Sunbay is an AI-powered accounts receivable platform. It connects to your ERP and CRM, runs reminders along paths you set for different types of customers, and records every reply and agreement next to the invoice. Together with our customers, we have recovered PLN 200 million in receivables.

Who is Sunbay for?

Sunbay is built for companies that send hundreds of invoices to many customers every month and have a person or a team in charge of finance. Several people usually take part in the process, such as salespeople, accounting and the CFO. If you issue only a few invoices a month or are chasing one large debt, a simpler tool will do.

How is Sunbay different from the collections module in an ERP?

An ERP module shows a list of overdue invoices and sends the same reminder to everyone, while the rest of the work stays with people. Sunbay runs the whole process. It tailors reminders to each customer, reacts to replies, assigns tasks to sales and finance, and records every agreement next to the invoice.

Is Sunbay a debt collection agency?

No. Sunbay is software in which your own team runs your receivables process, and reminders go out in your company's name, including from your salespeople's mailboxes. When a case needs legal collection, you build a package with its full history in Sunbay and hand it to a debtor register such as KRD, a law firm or your in-house legal team.

Who on the team works in Sunbay?

Anyone who influences whether a customer pays. A salesperson can send the first reminder, someone in finance calls about the overdue balance, and a manager or the CFO decides on escalation. Everyone sees their own tasks and the full customer history, while Sunbay handles the repeatable steps on its own.

How do I get started with Sunbay?

You start with a demo where we show the product and talk through your process. We then connect Sunbay to your ERP and CRM or import your data from a file, and we set up paths for different customers together, based on what has worked for other companies.

Build your process with us

Book a demo

In the demo

  • A live walkthrough of the product
  • What we can do in your case
  • Sample paths for different types of customers
  • Connecting your ERP and CRM
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