Services
Accounts payable and receivable services
Bills paid on time, invoices out the door, and polite follow up on the money you are owed, with you approving what goes out.
- Who this is for
- What is included
- What we need from you
- How a week runs
- What it costs to start
- The quiet benefit
- Questions
Who this is for
Businesses where money in and money out has become a part time job. Invoices go out late because you are on a job site. A vendor calls about a bill you thought you paid. A customer who owes you a few thousand dollars has gone quiet, and chasing it feels awkward.
Accounts payable is the money you owe. Accounts receivable is the money owed to you. When both are handled on a schedule, cash flow gets calmer without you working more hours.
What is included
- Bill pay. Vendor bills entered, matched to what you ordered, and scheduled so they are paid on time without paying early for no reason.
- Approval workflow. Nothing leaves your account until you approve it. You get one list to review, not a dozen separate requests.
- Invoicing. Invoices built from your job records and sent promptly, with clear terms and an easy way to pay.
- Soft collections support. Friendly, professional reminders on past due invoices, written in your voice, so the relationship stays intact.
- Vendor records. A W-9 on file before vendors get paid, which makes the year end 1099 filings far easier.
What we need from you
Bills as they arrive, forwarded to a dedicated address or uploaded through your secure link. Job or sales details when work is finished so the invoice can go out. A regular time each week to approve payments, usually a few minutes on your phone. And your call on any customer you would rather handle personally.
How a week runs
Early in the week, new bills are entered and checked against what you ordered. Midweek you get one list: what is due, what we recommend paying now, and what can wait until its due date. You approve with a tap. Meanwhile, finished jobs become invoices the same week, and anything more than a set number of days past due gets a polite reminder. Once a month you see a short aging report, which is simply a list of who owes you and how long it has been. No more remembering which customer said they would mail a check.
If a vendor raises a price or a customer disputes a charge, you hear about it from us first, with the paperwork attached, instead of finding out on the phone.
What it costs to start
AP and AR is priced on volume: how many bills and invoices move through in a normal month and how much follow up your receivables need. Most clients pair it with monthly bookkeeping, since it runs on the same records. You get a fixed quote before anything starts.
The quiet benefit
When bills and invoices are handled on a rhythm, you can see what is coming. You know which customers pay slowly before you take their next job, which vendors offer terms worth using, and whether next month is going to be tight. That kind of view is hard to get when every payment is handled in the moment.
Questions about ap and ar
Will you contact my customers directly?
Only if you want us to. Some owners want reminders sent in the business name, others want a weekly list of who is past due so they can make the call themselves.
Do you need access to move money?
Payments only go out after your approval. How that works depends on your bank and your comfort level, and we set it up together on the call.
What about 1099s for my subcontractors?
Collecting W-9s up front is part of the service, so year end 1099 filings come straight from the records instead of a January hunt for addresses.