For any accounting firm, accounts receivable is one of the biggest assets on the balance sheet. Think about it for a moment. Whether you are a small, medium, or large firm, a steady cash flow is a need everywhere. For most businesses, they do not have a streamlined process to collect the credit when due. And that’s where liquidity becomes a burning issue. There is constant competition out there and without a healthy cash flow, financial stability will be at stake. Inconsistent invoices, limited resources, and late payments are some of the top reasons why Accounts Receivable is at stake. To maintain and improve the AR process, many accounting firms choose outsourcing as a means to streamline the process, improve efficiency, build better relationships with clients, make timely payments, and increase liquidity for the organization.
Understanding the Major Issues in Accounts Receivable
Many accounting firms still question if outsourcing is the right way to go about it when it comes to streamlining the accounts receivable process. To know if you are making the right choice, let us understand the major problems first:
- High-risk customers:
Finding the solution to a problem begins with identifying the risk areas. The cash flow in your organization can be weak mainly because you work with a set of clients who have poor financial health. No matter how much grace period you allow them, change the payment terms, or increase the credit period, the situation is going to be as bad as it is. When the accounts receivable services and the credit control processes fail to be in sync, it increases the number of high-risk customers.
- The number of overdue invoices:
This number is directly proportional to the number of high-risk customers. Small accounting firms have limited time, capital, and resources. This means they cannot dedicate their time and energy to ensure that all the dues are paid on time. Moreover, such companies also do not have software that can help in tracking the gaps, leading to delayed payments and a severe impact on the cash flow.
- A team that is stretched beyond its capacity:
We all know about the lingering shortage of talent in the accounting industry on a global scale. When firms fail to find talent with specialized skills the streamlining of accounts receivable processes goes for a toss. Being the jack of all trades doesn’t always fetch great results. It slows down the process of chasing the invoices as the staff fails to focus on one job at a time. The lack of comprehensive reporting and analysis means a lack of insights that are key to making informed decisions.
- Scalability:
When firms struggle to find the right talent who can perform all tasks, leads to a significant gap in the business processes. There is no doubt in the fact that there is a lack of skilled resources in the accounting and finance industry. Finding the right talent, onboarding them, training, and retaining them is a time and cost-consuming process. This directly impacts the scalability potential of a business.
Why outsourcing can help in your Accounts Receivables process?
Accounting is, essentially, a traditional process. The accounting firm’s ability to scale as fast as the competitors in the industry and keep up with the changing trends are two of the important factors that impact the industry. Other factors like the lack of technology to help streamline the process, finding the right talent, or knowing how other firms are keeping up are some of the top reasons that affect the accounts receivable process.
This is where outsourcing comes into the picture. Such firms help adopt strategies that combat the AR challenges. Outsourcing provides accounting firms with the means to analyze the factors that cause the discrepancies in accounts receivable and act on them accordingly.
How Can Accounting Firms Benefit from Accounts Receivable Outsourcing?
When you have identified the problems with your cash flow management problems, it is easy to adapt or at least consider the solutions that can make your business easy. Here are the top benefits of accounts receivable outsourcing:
- Improved Cash Flow:
When it comes to managing the accounts receivable for an accounting firm, the main goal of the outsourcing partner is to improve the cash flow. Efficient Accounts Receivable directly impact the cash flow of a business. By outsourcing, firm leaders can use advanced technologies and best practices to enhance the invoicing and collection processes. This leads to faster completion of the payment cycles, reduced days sales outstanding (DSO), and as a result, an improved cash flow.
- Access to expertise:
We all know about the lack of talent in the accounting industry. This capacity challenge also impacts the accounts receivable aspect of the businesses. Outsourcing partners have access to talent who are experts in this specific field and are not laden with the task of handling many other functions. This gives them the time and bandwidth to focus on the tasks that matter. These professionals are well-versed in the latest industry practices, regulations, and technologies. This helps ensure that the AR process is handled efficiently, and accurately and the number of missed payments goes down significantly.
- Scalability and flexibility:
One of the major goals of the outsourcing partners is to ensure scalability and flexibility for the businesses. As the businesses grow, their Accounts Receivable needs continue to evolve. Outsourcing providers can easily help the firms scale up or down as per the needs of the company. This is also important during the peak seasons. The flexibility is particularly beneficial for businesses that are in their growth era.
- Advanced Technology and Automation:
Automation tools play a key role in ensuring that the accounts receivable processes are smooth. This software helps keep track of missed payments and identify risky profiles of clients, vendors, etc. It also helps automate reminders at regular intervals before the due date. The outsourcing providers invest in technology so that the accounting firms do not have to. They help reduce errors, provide real-time insights, and help get a clear picture of the company’s financial status. Automation can also help with compliance and data security.
Best Practices in Accounts Receivable Outsourcing Process:
Whether you are outsourcing your accounts receivable process or managing it in-house, following the best practices will help you ensure you have crafted a better structure for the processes. Here are some of the top things that you can follow:
- Standardize invoicing processes:
When businesses have standard invoice procedures, it helps build them a roadmap – one that everyone in the organization can follow. It helps reduce errors when there is a change of responsibilities and improves efficiency. Especially, when you are outsourcing, it is important to establish these standard processes – include all necessary information like payment terms, due dates, contact details, etc. Automated invoicing systems can also be the extra layer to streamlining the processes.
- Offer multiple payment options:
Sometimes clients and vendors are unable to make payments on time for various reasons. Being slightly flexible, understanding their situations, and preparing for the worst can help you be prepared for any situation. And offering multiple payment options can be a good way to do this. This will increase the likelihood of timely payments. Methods such as credit cards, ACH transfers, and online payment portals can accommodate different preferences.
- Proactive collection management:
Collection management is a difficult task. To ensure it is streamlined and happens at a regular frequency, accounting firms must adopt a proactive approach. From sending payment reminders before the due date to following up promptly on overdue invoices – this approach can go a long way. When outsourcing, your outsourcing partners should be aligned with your view on the escalation processes for handling delinquent accounts and consider offering incentives for early payments.
- Train and educate:
Nobody knows your business goals or the pain points better than you do. Whether it is for your in-house teams or the outsourced ones, it is important to educate and train them and keep them aligned. They should be aware of the standard accounts receivable processes and policies. Your outsourcing teams can also suggest a better alternative when it comes to bringing changes that will benefit you. Regular training and updates can help maintain consistency and improve efficiency.
Bringing efficiency to the accounts receivable processes with outsourcing – Summing it up
Outsourcing accounts receivable processes is not just another task, it is a strategic approach to improve the efficiency and effectiveness of the accounts receivable management. Their experience and expertise can deliver the cash flow results that you have been only imagining. All you need to do is careful planning, maintain clear communication, and commit to continuous improvement.
Want to know how you can improve your accounts receivable with outsourcing? Write to us at connect@finsmartaccounting.com.
Director Growth Strategy & Alliance
Maanoj Shah is a finance and outsourcing expert with strong Business Strategy and Scaling-up experience. Over the last 20 years, he has incubated multiple businesses and helped build global enterprises in verticals as diversified as hospitality, technology, and healthcare.
