Service

Accounts Receivable Management

Invoices out on time, payments chased politely, cash applied correctly. Get paid faster.

AIPB Certified
QuickBooks ProAdvisor
Xero Partner
US-based team

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The work is done. The invoice went out, or you meant to send it. Now the money is somewhere between your customer's inbox and your bank account, and every day it sits there is a day you financed your customer's business with your own cash. Most small businesses don't have a collections problem so much as a follow-through problem. Invoices go out late, reminders never go out at all, and payments land without anyone matching them to the right invoice.

Accounts receivable is the other half of your cash flow, and it's the half owners tend to neglect because chasing money feels awkward. We take the awkward part off you. Invoices go out on time with clear terms. Reminders go out on a schedule, politely and automatically, at 14, 30, and 60 days. Payments get matched to the invoices they belong to, so your aged receivables actually tell the truth about who owes what.

One thing we are firm about: we do not do aggressive collections. No threats, no harassment, no debt-collector tactics. What we do is stay on top of it, consistently and courteously, because most late payments are not people refusing to pay. They are people who forgot, and a steady, professional reminder is usually all it takes to get you paid faster.

Where accounts receivable management actually helps

The real before-and-afters. Each pain on the left is something we hear most weeks. The fix on the right is what changes once we are running.

I am always weeks behind on sending invoices, which means I get paid weeks late
Invoices go out on a set schedule, right after the work or sale. The clock on getting paid starts when it should, not whenever you find time.
I hate chasing customers for money, so I mostly just do not
Reminders go out automatically and politely at 14, 30, and 60 days. You never have to send the awkward email, and payments still come in faster.
Money hits my account and I have no idea which invoice it was for
Every payment is matched to its invoice as it arrives. Your receivables list stays accurate instead of a pile of guesses.
My Stripe and PayPal deposits never match my invoices because of the fees
We reconcile each payout gross to net, splitting out processor fees, so your revenue and fee expense are both recorded correctly.
I do not actually know how long it takes me to get paid on average
We track your DSO month to month, so you can see whether the follow-up is working and where the slow payers are.

Getting paid is a system, not a personality trait

The businesses that get paid fastest are rarely the ones with the toughest owners. They're the ones with the steadiest process. An invoice goes out the moment it should, with terms stated plainly on the face of it. A friendly reminder goes out before the due date, another shortly after, and another if it keeps sliding. None of it is personal, none of it is aggressive, and precisely because it's consistent, customers come to expect it and pay accordingly.

That's the system we run for you. Invoices raised on time and delivered, with delivery tracked so a customer can't claim they never got it. A reminder cadence at 14, 30, and 60 days that stays courteous the whole way through. And on the back end, cash application: when a payment lands, we match it to the invoice it settles, so your aged receivables report is a true picture rather than a stack of open invoices that were actually paid weeks ago.

Alongside the follow-up, we handle the reconciliation that trips up anyone selling through Stripe, Square, or PayPal. Those processors deposit net of their fees, so a $1,000 invoice shows up as $971 in the bank, and if you just record the deposit, both your revenue and your fee expense come out wrong. We reconcile each payout gross to net. We also track your DSO so you can see the trend, and when an account genuinely looks uncollectible, we flag it plainly rather than letting it inflate your receivables forever.

How accounts receivable management with Bookflexy runs

Three steps from first call to the boring monthly rhythm. Boring is the goal here, the books should be the least dramatic part of your week.

Step 1
Discovery call (15 min)
Tell us how you invoice today, what terms you offer, how customers pay you, and where things get stuck. We size the work on the call.
Step 2
AR onboarding
We set up your invoice templates and terms, connect your payment processors, agree the reminder cadence and tone, and clean up any open receivables.
Step 3
Each cycle
Invoices raised and sent on time, reminders sent on schedule, payments applied to invoices, and an aged receivables report delivered with your DSO.

Why US small businesses choose Bookflexy for accounts receivable management

Invoices out on time

Invoices go out on a set schedule right after the work or sale, not whenever you get a spare hour. The clock on getting paid starts when it should.

Polite, systematic follow-up

Reminders go out at 14, 30, and 60 days, courteous every time. No threats, no debt-collector tactics, just steady professional nudges that get you paid.

Cash applied correctly

Every incoming payment is matched to the invoice it settles, so your receivables report reflects reality instead of a pile of guesses about who has paid.

DSO you can watch

We track days sales outstanding month to month, so you can actually see whether your average time to get paid is shrinking and where the slow payers hide.

Processor deposits reconciled

Stripe, Square, and PayPal pay out net of fees. We reconcile each payout gross to net so your revenue and processing-fee expense both land correctly.

Bad debt called honestly

When an account genuinely looks uncollectible, we flag it plainly so it stops inflating your receivables. A clear picture beats a hopeful one.

Stop financing your customers

Invoices out on time, polite reminders on schedule, cash applied correctly. Tell us how you bill and we will quote it inside a day.

See pricing

Four AR shapes

Receivables look different by business model. These are setups we handle regularly.

Agency billing retainers and project milestones

Monthly retainers plus milestone invoices on projects, often on Net 30 terms with a few clients who habitually stretch to 45. Steady reminders keep the retainer cash predictable.

What changes

Retainer invoices raised on the same day each month
Milestone invoices tied to project stages
Reminder cadence for the habitual slow payers
DSO tracked so you see which clients drag

How small businesses chase what they are owed

Four common approaches. The gap between them is measured in days you wait to get paid.

	Owner invoices when free Late out, late paid	Owner uses invoicing app Better, still no follow-up	In-house AR clerk $45k+/year	Outsourced (us) On time, followed up
Invoices sent on time	No	Partial	Yes	Yes
Reminder sequence sent	No	Partial	Skill-dependent	Yes
Payments matched to invoices	No	Partial	Yes	Yes
DSO tracked over time	No	No	Partial	Yes
Processor fees reconciled	No	No	Skill-dependent	Yes
Follow-up stays polite	Partial	Partial	Skill-dependent	Yes
Cost	Your hours	App fee + your hours	Salary + on-costs	Fixed retainer

How pricing works for accounts receivable management

No flat tiers. Every quote sized to your business. The form takes about 60 seconds and the answer arrives the same day.

AR pricing scales with how many invoices you raise each month, how many customers you bill, and how you collect. A consultant sending 15 invoices a month to a dozen clients is lighter work than a business raising 200 invoices across card, wholesale, and retainer channels with a long list of accounts to follow up. The quote reflects your real volume.

Tell us roughly how many invoices you send a month, how many active customers you have, and which processors you use. The number we send back covers invoicing, delivery, the reminder sequence, cash application, processor reconciliation, and aged receivables reporting with your DSO. Follow-up stays polite and systematic, never aggressive.

Pricing factor

Invoice volume

The number of invoices you raise each month is the main driver. More invoices means more to send, track, and apply payments against.

Pricing factor

Customer count

A larger customer base means more accounts to follow up and more payments to match to the right invoice.

Pricing factor

Payment channels

Selling through Stripe, Square, PayPal, and wholesale terms all at once adds reconciliation work compared with a single channel.

Pricing factor

Terms complexity

Straight Net 30 is simpler than a mix of retainers, milestones, deposits, and retainage that each recognize differently.

Pricing factor

Follow-up load

A customer base that pays on time needs light reminders. One with many slow payers needs more of the reminder cadence run each month.

Pricing factor

Reporting depth

Basic aged receivables is lighter than receivables split by job, project, or channel with DSO tracked per segment.

Get a custom quote See how pricing works

Your first 90 days

What the first three months feels like once we are running. Most clients tell us month two is the moment things stop feeling held together with tape.

Week 1
AR onboarding
Invoice templates and terms set up, payment processors connected, reminder cadence and tone agreed, existing open receivables cleaned up.
Cycle 1
First billing run
Invoices raised and sent on time, reminders scheduled, incoming payments applied to invoices. First aged receivables report delivered.
Month 2
Follow-up rhythm
Reminder sequence running at 14, 30, and 60 days. Processor payouts reconciled gross to net. DSO tracked against month one.
Ongoing
Faster payment, clear picture
DSO trend reported each month, slow payers surfaced, and any genuinely uncollectible accounts flagged for a decision rather than left open.

Industries we work with

We carry the AU compliance angle for each of these verticals into the bookkeeping. Pick yours for the specialised page.

Agencies Construction Consultants eCommerce