A managed service from DBiLL
Bill it, balance it, bank it
A back office that never forgets. One installation.
You do not have a cash problem. You have a follow-through problem. Invoices go out when somebody remembers, overdue accounts get chased when somebody has a spare hour, and VAT arrives faster than expected. Balansa does all of it on a schedule. Your people approve.
You are here for a reason
The invoice that brought you here was created by an AI agent.
No human hands drafted it. It was raised against the ledger, checked against what was quoted, and sent on the day it was due, with a person approving before it left. This page is the thing that sent it.
Your finance function, running itself.
01 Where the money actually stops
Nothing in finance is difficult. All of it is remembering.
Every task below takes about five minutes. None of them happens on time, because in a growing business there is never a spare five minutes at the exact moment the task falls due.
The invoice
The work was signed off on Tuesday. The invoice goes out when somebody opens the accounting package, which is usually the following week, and sometimes the following month.
The chase
The account goes quiet on day thirty one. Nobody notices, because nobody is watching. By the time it surfaces it is old, and old debt is awkward debt.
The reconciliation
Payments land and allocations wait. Until somebody reconciles, nobody can say with confidence who owes what, so nobody chases with confidence either.
The deadline
VAT, PAYE, annual returns. Each one is known months in advance and each one still arrives as a surprise, because nothing put it in front of anybody until the week it was due.
The number
What came in, what went out, what needs attention this week. It exists somewhere in the system, and pulling it together is an afternoon, so it happens once a month at best.
02 What late costs
An invoice you sent late is a loan you never agreed to make.
Money you have already earned, sitting in somebody else’s bank account, funding somebody else’s month. Nobody signed anything to make that happen. It happened because five minutes was not available on the right day.
| The journey of one invoice | Day | What is happening |
|---|---|---|
| The work is signed off | Day 0 | You have earned the money |
| The invoice goes out | Day 9 | Nine days of your own cash, lent out for free |
| Payment terms expire | Day 39 | Nobody is watching this date |
| The first chase | Day 52 | Three weeks after it mattered |
| The money lands | Day 78 | Eleven weeks after you did the work |
Illustrative shape. Your own three numbers come out of the diagnostic.
03 The arithmetic
Collect what you have already earned, thirty days sooner.
Every rand of this is money you have already billed for. Same work, same clients, same terms, with the paperwork happening on the day it is supposed to.
Today
With Balansa
On billing of R500,000 a month, that difference releases about R550,000 of working capital. You sold nothing extra to get it. You collected what was already yours.
The same books, the same accountant, and nothing left until Friday.
Your bookkeeper keeps the job and gets the week back. Your accountant keeps the judgement calls. The routine stops depending on somebody being free at the right moment.
04 What it does
Five jobs, done on the day they are due, every month.
Nothing here is a new process. It is the finance routine you already have, carried out on a schedule instead of when somebody gets to it.
Invoicing and quote to cash
Invoices are drafted from your deals and your ledger, matched against what was quoted, and raised on the day the work becomes billable. Nothing waits for somebody to open a package.
Collections and receivables
Every overdue account is tracked from the day terms expire, and the reminder is drafted in your words, at the firmness you choose, escalating on a schedule you set.
Reconciliation and ledger
Payments are matched and allocated and every client balance stays current. You can answer who owes what, and since when, without anybody digging for an afternoon.
Compliance calendar
VAT, PAYE and statutory dates are tracked with early warnings, and documents that expire are flagged before they do, so nothing arrives as a surprise and penalties stay off the table.
The money note
A short digest writes itself on the cadence you choose: cash in, cash out, who is late, what needs a decision this week. Five minutes to read instead of an afternoon to build.
05 The rule that never bends
Agents draft. A person approves. Nothing sends itself.
This is the whole control model, and it answers the question underneath every other question, which is whether software is about to email one of your clients in your name.
It prepares
The invoice, the reminder, the reconciliation, the filing pack
You approve
Anything that leaves the building passes a named person
It records
Who drafted, who approved, when, and what changed
It never transmits
No agent contacts your client, your bank or SARS on its own
Audit ready by default, because the trail is how the system works rather than something added afterwards.
06 What changes for your people
Nobody is replaced. The routine stops being a person’s problem.
Every draft goes to whoever owns that decision today. They approve it or they change it, and their name is still the one on the record.
Your bookkeeper
- Before
- Raised invoices, chased payments, reconciled at month end
- After
- Reviews and approves, and works the accounts that actually need a person
Your accountant
- Before
- Spent the first week of every engagement cleaning up admin
- After
- Arrives to clean books and spends the time on judgement and advice
You
- Before
- Found out about the overdue account when cash got tight
- After
- Read one short note a week and know exactly where the money is
07 What actually changes
The same business, one quarter later.
| Today | With Balansa | |
|---|---|---|
| Invoicing | When somebody opens the package | On the day the work becomes billable |
| Collections | Chased when somebody remembers | Tracked from the day terms expire |
| Reconciliation | At month end, if there is time | Current, so the debtors number is always live |
| VAT and statutory | Handled the week it falls due | Tracked from the start, with early warning |
| Month end | An afternoon of assembly | A note that is already written |
| The audit trail | Reconstructed when somebody asks | Recorded as the work happens |
drafted by an agent
person approving first
calendar are checked
Every figure here was measured on our own books, which run the same thing we would put into yours. We will show you the working.
08 Next step
Give us two days. We will tell you what late is costing you.
We count what you are owed, how long it actually takes to arrive, and where the routine breaks. You keep the report whether or not you go any further.
What you are owed
The real debtors position, aged properly, including what has quietly gone stale.
How long it takes
Your three numbers: work to invoice, invoice to chase, chase to cash.
Where it breaks
The steps that depend on somebody being free at exactly the right moment.
What it would take
A short written plan with the cost, the timing and the honest answer.
Bring one month of invoices and one debtors age analysis. That is enough for us to tell you something useful on the first call.
09 Common questions
Does a human still check the numbers?
Yes. Nothing goes out without a person approving it. The agents do the preparation and you keep the final say on anything that reaches a client, a bank or SARS.
Does this replace my accountant?
No. It carries the repetitive admin so your bookkeeper or accountant spends their time on judgement and advice, which is what they are worth paying for.
What does it connect to?
The invoicing and accounting tools you already use. We set it up around how your finance actually runs rather than asking you to change systems first.
Is my financial data safe?
Access is controlled, every action is logged, and the human gate means there are no surprises. Audit trails come as standard, because the trail is how the system works.
How long does it take to set up?
The diagnostic takes two days. A working installation for a single-entity business normally runs across four to six weeks, with invoicing and collections live first.
How small is too small?
If one person spends less than a morning a month on finance admin, you do not need this yet. The diagnostic will say so, and we would rather you heard it early.