Accounts Receivable

What this service is

A complete AR engine—from accurate invoicing and payment options to cash application and collections cadence—so you get paid faster with fewer write-offs and a clean audit trail.

Who it’s for

Businesses that want predictable cash flow, professional customer communications, and tight tie-outs to the GL—without hiring an internal AR clerk.

What we do each month

• Invoicing: create/send invoices from approved source data (contracts, orders, time & materials, milestones/retainers); apply terms, sales tax, and item/department/class as designed.

• Payment enablement: set up ACH/card links, click-to-pay, auto-pay for recurring, and optional surcharging rules; support lockbox/merchant processor feeds.

• Cash application: daily posting of receipts (ACH/card/check/wire), auto-match rules, resolve partials/short-pays, credits, and refunds.

• Collections cadence (“dunning”): polite, tiered reminders; statements; call queue with notes and next steps.

• Dispute/exception handling: pricing/PO mismatches, returns, tax/exemption issues, chargebacks—tracked to resolution.

• Reporting & controls: AR aging, DSO, at-risk list, broken-promise report, and month-end tie-out to bank/GL.

Platforms: QBO/Xero for invoicing & posting; Stripe/QuickBooks Payments (or your merchant), lockbox files, and customer portals as applicable.

Package notes (what scales up at higher tiers)

• Customer portal build-out, auto-pay mandates, and advanced reminder sequences.

• Credit policy (limits, terms, approvals) and new-customer onboarding checklist.

• Complex billing (progress/milestone, retainers, usage-based, projects).

• Collections SLAs (call schedule, dispute turnaround), and bad-debt provisioning model.

• Revenue recognition support (schedule prep; we coordinate with your CPA for policy).

Summary: Lower tiers cover standard invoicing, receipts posting, and aging; higher tiers add credit policy, complex billing, stronger cadence/SLAs, and rev-rec support.

Output & delivery

• Weekly AR aging with notes and owner next actions

• Collections dashboard: promises kept/missed, at-risk accounts, DSO trend

• Month-end AR reconciliation pack (subsidiary → GL) and cash-application log

• Disputes/chargebacks report and resolution status

What we need from you

• Approved billing data (rates, items, taxes), signed SOW/POs, and invoice cut-off calendar

• Decisions on payment methods, terms, and credit policy (limits/approvals)

• Customer contacts for statements/disputes and any required portal language/branding

Onboarding timeline

1–2 weeks: 1) Intake & policy setup → 2) Payment/merchant & portal configuration → 3) Template & cadence build → 4) Pilot billing cycle → 5) Live.

Pricing drivers

Invoice volume, payment methods (ACH/card/lockbox), dispute rate, complexity of billing (milestones/retainers/projects), portal and reminder automation, and SLA speed for collections.

Quality & security

Segregation of duties (billing vs. cash application vs. approvals), role-based access, MFA on merchant/bank portals, attachment-first documentation, and WISP-aligned retention.

Popular add-ons

• 13-week cash forecast linked to AR pipeline

• Credit policy & new-customer onboarding playbook

• Sales tax validation and exemption certificate management

• KPI dashboard (DSO, % current, promise-to-pay accuracy)

• Invoice template redesign (clear terms, payment options, brand)