Overview
Blinkit's AR process across 1500+ brands was highly manual and coordination-heavy. Teams were spending significant effort on repetitive emailing, invoice sharing, and follow-up, with limited visibility on pending actions.
The initial ask was for a VBA-based ad-hoc utility. After process discovery, we recommended Google Apps Script instead because the requirement was real-time, workflow-driven automation with minimal manual dependency.
We built a Google Workspace-based AR automation layer covering revenue confirmation, follow-up, invoicing coordination, invoice dispatch, re-trigger handling, and collection tracking in one structured flow.
Challenge
Revenue confirmations, follow-ups, invoice request routing, invoice sharing, and collection follow-ups were being handled manually for 1500+ brands. Visibility was limited on who was contacted, who replied, which invoices were pending, and which cases were closed.
A major complexity was state-level invoicing: one consolidated confirmation often needed to be split into multiple state-specific invoicing requests, while still tracking each invoice separately.
Because invoice files arrived with different naming conventions and on separate system-generated threads, teams struggled with retrieval, resend requests, and end-to-end visibility.
Solution
We implemented a Google Apps Script solution that automates the full AR cycle, including revenue confirmation emails, rule-based follow-ups, response capture, invoicing requests, invoice dispatch, and collection communication.
When a customer replies, the system captures the response in Google Sheets and pauses follow-up until reviewed. Once approved, invoice requests are sent to the invoicing team on the same thread.
For state-level invoicing, one approval is split into multiple state-wise requests and tracked separately. A nightly trigger downloads invoice attachments from incoming emails, renames files for searchability, stores them in Google Drive, and enables automatic invoice dispatch or re-trigger from the same thread with escalation-ready templates.
How We Approached It
Process Discovery & Platform Choice
The initial ask was VBA. After mapping the full AR workflow for 1500+ brands, we recommended Google Apps Script for real-time triggers, Gmail and Drive integration, and reduced manual dependency.
Revenue Confirmation & Follow-up Engine
Built dynamic email workflows for confirmation and follow-up. Responses are captured in Google Sheets, follow-up pauses automatically, and escalation logic is applied through structured templates.
State-wise Invoice Split & Routing
Designed a split-routing layer where one consolidated confirmation can generate multiple state-level invoicing requests. Each split request is tracked independently for invoice generation and follow-up visibility.
Automated Invoice Fetch, Rename & Filing
Built a nightly trigger to download invoice attachments from email, rename files for accurate search and mapping, and store them in controlled Google Drive folders.
Dispatch, Re-trigger & Collection Automation
Connected customer mapping with invoice storage so dispatch happens on the original thread. Added ageing-based collection follow-up, one-click invoice re-trigger, user access management, and validation checks to improve communication consistency.
Impact
60%
Team capacity shifted
A major share of effort moved from repetitive coordination work to higher-value finance activities.
18 days
DSO reduction
Days Sales Outstanding reduced by 18 days across the automated portfolio — a direct, measurable improvement in cash flow performance.
1500+
Brands covered
Rule-based communication now runs across the full brand portfolio from confirmation to collection.
6×
Scale capacity
The system was built to handle 6× the current brand volume with the same infrastructure and team — and continues to scale.
Key Outcomes
- Automated revenue confirmation and follow-up for 1500+ brands with response-aware pause logic
- State-wise invoice split handling for 250+ cities with separate tracking visibility
- Nightly invoice download, rename, and filing to improve retrieval and auditability
- Thread-level invoice dispatch and collection follow-up for end-to-end visibility
- One-click invoice re-trigger without manual file search or reattachment effort
- Centralized access management and validation checks for consistent external communication
"Blinkit has been working with XLURSELF for over a year, and their impact on our systems and processes has been significant. The tools and utilities they've built have helped us automate and structure our BAU operations with strong governance and performance visibility. This has enabled us to manage increasing volumes efficiently without scaling team size proportionately. Vinay brings a combination of financial acumen and a technology-first mindset. He is collaborative, solution-oriented, and constantly looking to build practical tools that drive real business outcomes. XLURSELF has been a dependable partner in helping us scale smarter."
Gaurav Jain
Director – Business Finance, Blinkit
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