How It Works
Our Accounts Receivable Management Process
A Proven Process Designed to Improve Cash Flow While Protecting Customer Relationships
At The Receivables Agency, successful accounts receivable management starts with understanding your business — not simply following up on unpaid invoices. Our onboarding process integrates seamlessly with your existing accounting department, allowing us to become a true extension of your team.
Process Overview
Initial Consultation
Aging Report Review
Proposal & Agreement
White-Label Setup
System Access
Customer Introduction
Email Verification
AR Outreach Begins
Ongoing Management
Executive Reporting
Step 1
Initial Consultation
Step 1
Initial Consultation
We Start by Learning Your Business
Every engagement begins with a discovery meeting where we learn about your business, customers, invoicing process, and current accounts receivable challenges.
- Your industry
- Average monthly invoice volume
- Number of active customers
- Current aging trends
- Payment terms (Net 30, Net 45, Net 60, etc.)
- Existing AR process
- Internal escalation procedures
- Customer communication preferences
- Reporting requirements
- Goals for outsourcing your accounts receivable
This allows us to customize our process specifically for your business rather than applying a one-size-fits-all approach.
Step 2
Aging Report Review
Step 2
Aging Report Review
A Detailed Review of Your Receivables Portfolio
Next, we conduct a detailed review of your accounts receivable aging report to understand where the greatest opportunities exist to improve cash flow.
- Current invoices
- Past-due balances
- Aging by bucket
- Customer payment history
- High-value accounts
- Credit balances
- Disputed invoices
- Accounts on hold
- Existing payment arrangements
- Customers requiring special handling
Step 3
Customized Proposal & Service Agreement
Step 3
Customized Proposal & Service Agreement
Clear Expectations Before Outreach Begins
Based on your invoice volume, number of active accounts, reporting needs, and service requirements, we prepare a customized proposal. Once approved, we'll execute a service agreement outlining:
- Scope of services
- Communication procedures
- Reporting frequency
- Pricing
- Escalation procedures
- Confidentiality
- White-label requirements (when applicable)
This ensures expectations are clearly defined before outreach begins.
Step 4
White-Label Setup & System Access
Step 4
White-Label Setup & System Access
We Integrate Directly Into Your Business
Rather than introducing ourselves as a third-party collection agency, we integrate directly into your business. To create a seamless customer experience, we typically receive:
- A company email address ([email protected] or similar)
- Access to your accounting software
- Customer contact information
- Invoice history
- Payment history
- Customer notes
- Credit terms
- Internal procedures
We routinely work within QuickBooks Online, NetSuite, Xero, Sage, Microsoft Dynamics, Zoho Books, Shopify, and other ERP and accounting platforms. By communicating from your company email address, your customers view us as a member of your internal accounting team — not an outside agency.
Step 5
Customer Introduction
Step 5
Customer Introduction
A Professional Transition for Your Customers
Before discussing outstanding invoices, we introduce ourselves to your customers. Every active customer receives a professional introductory email informing them that we will now be managing the accounts receivable process on behalf of your company. The email introduces:
- Our role
- Updated contact information
- How customers can reach us
- Future invoice communication
- Payment-related assistance
- Questions regarding invoices
This simple step creates a smoother transition while establishing a single point of contact for your customers.
Step 6
Email Verification & Contact Validation
Step 6
Email Verification & Contact Validation
Clean Data Drives Better Results
The introductory email also allows us to verify that customer contact information is accurate before collection efforts begin. During this process we identify:
- Invalid email addresses
- Bounced emails
- Full mailboxes
- Blocked domains
- Outdated contacts
- Staff changes
- Departments requiring updated contact information
When necessary, we proactively locate and update the correct Accounts Payable contact so future communications reach the right person. Clean customer data dramatically improves communication and payment success.
Step 7
Accounts Receivable Outreach Begins
Step 7
Accounts Receivable Outreach Begins
Structured Communication Based on Your Preferences
Once contact information has been verified, we begin managing your accounts receivable using a structured communication strategy customized by invoice age, customer history, payment terms, and your internal preferences. Typical activities include:
- Invoice follow-up
- Customer statements
- Payment reminders
- Payment commitment tracking
- Remittance requests
- Invoice dispute resolution
- Documentation requests
- Purchase order verification
- Payment arrangement coordination
- Internal status updates
Every customer interaction is documented within your receivables records.
Step 8
Ongoing Monitoring & Relationship Management
Step 8
Ongoing Monitoring & Relationship Management
AR Management Is a Process, Not a Project
Our specialists continually monitor your accounts to prevent future aging while maintaining the relationships your business depends on.
- Payment commitments
- Aging movement
- Customer communication
- Outstanding disputes
- New invoices
- Escalations
- High-risk accounts
- Payment trends
Step 9
Executive Reporting & Performance Reviews
Step 9
Executive Reporting & Performance Reviews
Full Visibility Into Your Receivables at All Times
You'll always know the status of your receivables. Our reporting provides complete visibility for business owners, Controllers, CFOs, and finance teams.
- Total accounts receivable
- Aging movement
- Dollars collected
- Customer payment commitments
- Promise-to-pay tracking
- Disputed invoices
- Accounts on hold
- DSO tracking
- Customer payment trends
- Executive dashboards
Regular reporting ensures you always have a clear understanding of your receivables portfolio and opportunities for continued improvement.
The Difference
We Don't Just Follow Up on Invoices — We Become Part of Your Team.
Unlike traditional collection agencies that become involved only after accounts are severely delinquent, The Receivables Agency integrates into your business as an extension of your accounting department. Our white-label approach allows us to build relationships with your customers, improve communication, and resolve payment issues before they become larger collection problems.
The result: a more professional customer experience, improved cash flow, and greater visibility into your accounts receivable.
Ready to Simplify Your Accounts Receivable Process?
Whether you're looking to outsource your entire AR function, add white-label support to your firm, or improve your existing receivables process, we're here to help.
Request a Complimentary Aging Report Review
We'll evaluate your current receivables portfolio, discuss your goals, and recommend a customized solution tailored to your business.