20+ hours of work now takes 10 minutes
Products
Payments
Billtrust Digital Lockbox
Virtual Credit Cards
Challenge: All-Manual Process
Construction moves fast, but not always the cash that keeps it running. For a company that supports storage needs across the country, staying ahead meant rethinking how their virtual card payments are handled behind the scenes. Manual processes were the main culprit of slowing cash flow. In the accounts receivable department, all virtual card payments were processed by hand, which required two full-time analysts and one part-timer logging 8-hour days just to keep up with the steady increase in credit card payments.
Another vendor had promised a fix, but pressure was mounting with months of under-delivery. “We didn’t know what we were going to do, but we knew we didn’t want to add head count,” said the Sr. Manager of Cash Applications and Unapplied Cash.
That’s when Billtrust stepped in.
Solution: A Breath of Fresh Air
The solution wasn’t starting over – it was expanding a partnership that was already working. Billtrust Digital Lockbox was added to the existing Payments solution.
“We looked at other organizations, but they didn’t have the capabilities Billtrust did. The demo was like a breath of fresh air. It dawned on us – this is what we’ve been searching for, served on a silver platter.”
Sr. Manager of Cash Applications
The strong existing relationship gave the team the confidence to move forward quickly. From day one, the difference was clear. Implementation was smooth and fast – just three weeks to full deployment – especially compared to their previous vendor, which was riddled with delays and rework. Billtrust’s onboarding team helped configure everything to their specific workflows and compliance needs, giving their team the tools to streamline operations without disruptions.
Just as importantly, Billtrust offered something rare in today’s vendor landscape: true partnership.
“They don’t just support the product; they help us think strategically. If we’re seeing a trend in customer behavior, they work with us to adjust and stay agile.”
Sr. Manager of Cash Applications
With the foundation in place, the transformation began.
Result: 96% Process Automation
Switching to Billtrust was dramatic improvement, leaders explained. The platform immediately began automating what used to be tedious, hand-operated processes, bringing the company to manage 96% of their virtual credit card payments automatically. What used to take 20+ hours now takes just 10 minutes a day, freeing up the company’s two full-time analysts to focus on more strategic work.
“What used to take 20+ hours now takes just 10 minutes a day. It’s freed our team to focus on the areas that really need a human touch.”
Sr. Manager of Cash Applications
Before Billtrust, it took three to four days to process a virtual credit card payment. Today, it’s done in less than one day. That 75% efficiency improvement is also a massive improvement in cash flow that hasn’t gone unnoticed.
“When payments clear faster and more securely, our customers are more motivated to use virtual credit cards,” said the Sr. Manager of Cash Applications. “It creates this positive feedback loop. They’re happy, we’re happy, and our finance team isn’t constantly playing catch-up.”
Billtrust’s Digital Lockbox is PCI-DSS compliant. This also gave leaders peace of mind, given the company processed nearly twice as many cards in 2024, reaching a total of $233M in virtual card payments. “Knowing that our customer credit card data is protected is a huge deal for us,” leaders explained. “Billtrust met all our internal compliance requirements and then some. It’s great to have a partner who cares just as much about your customers and their information as you do.”
AI Drives Savings and Strategy
In a volatile market, being able to anticipate financial shifts is critical. Billtrust’s AI intelligence has the analytics and reports they need to stay agile.
“We can actually see trends in customer behavior, like whether they’re shifting from ACH to virtual cards and why. That kind of foresight helps us prepare for volume fluctuations and stay ahead of what’s coming.”
Sr. Manager of Cash Applications
By capturing more detailed payment data, the finance organization qualified for Level 2 and Level 3 interchange rates, saving $1.8 million in 2024 alone. Thanks to Billtrust’s AI capabilities, they’ve been able to accurately process even the most complicated remittance templates – something other vendors couldn’t deliver.
Ease, Expertise, and Partnership
For the company, it’s not just about features and functionality – it’s about the people. “We’ve worked with a lot of vendors, and Billtrust’s customer service stands out as one of the best,” the Sr. Manager of Cash Applications said. “Everyone is helpful, responsive, and collaborative, even if I’m asking about something we’re not using yet. Our challenges are their challenges. They’re always ready to come to the table with a solution, even if it’s not theirs.”
Scale without Stress
The AR team saw 49% growth in virtual card payments in 2024 and is targeting 52% in 2025. With Billtrust in place, they’re ready to scale without the stress – and their team is ready to spend more time on high-impact work.
“It’s been a journey,” leaders said. “Like a rollercoaster, but one you want to throw your hands up for. Every improvement we make helps us serve our customers better. That’s what keeps it exciting.”
