Manually tracking account status is tedious, error-prone, time-consuming, and pulls you away from higher-value work.
That’s why one of our long-time subscribers, One Source, partnered with RPM to automate this process using the RPM API and custom programming. The result? A best practice that any RPM subscriber can adopt to strengthen their revenue assurance program.

One Source is a leading technology advisory and managed services firm dedicated to driving innovation, efficiency, and growth for its clients in today’s dynamic digital landscape. Their mission is to empower business and IT leaders with strategic insights and solutions across the digital landscape, from design and procurement to implementation and support.

The Challenge

While RPM is highly configurable, some specialized workflows require customization. One example is automating the value of a custom field based on commission data. In this case, an Account Status basic field that resides on the Account RPM object.
The Account Status field is used to track whether an account is actively paying commission, and uses typical status levels, including:

• New
• Active
• Active - Paid on Collected
• Past Due

Previously, the team manually checked commission data to determine whether accounts were new, active, or past due. This was time-consuming and created the risk of missed or delayed revenue slipping through the cracks.

The Solution

Using the RPM API and a custom program developed by RPM called Workflow Extender, One Source was able to automate account status management.

Here’s how the rules work:

• New → Active: When an account receives its first commission item, its status automatically changes from New to Active.
• Active → Active: If commissions continue to be received, the account remains Active.
• Active → Active – Paid on Collected: A “Yes/No” check box on the Supplier page controls whether a new account is listed as Active or Active-Paid on Collected if the account comes from a cash carrier.
• Active → Past Due: If no commission items are received for two consecutive closed commission runs, the status updates to Past Due.

In addition, the program automatically records the date of the last commission run directly on the account page, giving the team instant visibility into the most recent activity.

Additional Account Management Best Practices

Beyond the above status levels, One Source also tracks other key account events:

• Disconnected – When an account is confirmed as disconnected, a date field captures the disconnection date.
• Pending Resolution – If the Revenue Assurance team is reviewing an account and has an inquiry open with a supplier, they can place a “Pending Resolution” status for team visibility. This status also stops the “Past Due” automation from populating because the account is already being reviewed.

This added context improves tracking and simplifies reporting.

The Results

With this automation in place, One Source has eliminated manual account monitoring and gained a proactive way to identify potential revenue issues.

The automation delivers clear benefits:

• Saves time by removing manual checks.
• Improves visibility into account status with simple reporting and filters.
• Strengthens revenue assurance by quickly catching missing or delayed commissions.

Now, instead of chasing data, the team can focus on solving revenue issues before they escalate.

A Best Practice for All RPM Subscribers

Using a custom field to track account status is an RPM best practice, one we recommend for every RPM subscriber.
If your team is still managing this manually, now is the time to automate the process.

Our Customer Success Team can:

• Design and implement custom automation programs.
• Build solutions using the RPM API tailored to your exact business needs.

Alternatively, if you have internal development resources, you can create similar solutions directly using the RPM API.

Ready to Automate Your Account Status Management?

Contact us to explore how RPM can help you streamline account tracking, save time, and protect your revenue.