Services · Accounting
Receivables and payables
Customers invoiced and followed up in your name, supplier bills checked and approved, and payment runs prepared for you to release, with every payment kept under your authority.
The two ledgers closest to your cash
Receivables and payables are where accounting meets cash. A customer who never receives a statement pays late. A supplier bill approved twice is paid twice. A change of bank details accepted on the strength of an email can send a payment to a fraudster. These ledgers need steady attention through the month, not a tidy-up at the end of it.
We run both for you, inside your accounting software and in your name with customers and suppliers. Our role is preparation and follow-through: raising invoices, matching receipts, checking bills and preparing payments. Decisions about credit, disputes and payments stay with you.
The service suits businesses with a steady flow of customers and suppliers but no credit controller or payables clerk, and finance teams that want these ledgers run to a consistent standard while they concentrate on the close and reporting.
Receivables: from invoice to cash
Run in your name, in your tone and to the credit terms you set.
Invoicing on your behalf
Sales invoices raised from the records you agree, such as contracts, delivery notes, timesheets or recurring schedules, and checked against each customer's terms before they go out.
Cash application
Receipts matched to the invoices they settle, part-payments and overpayments recorded correctly, and unidentified receipts queried rather than left unallocated.
Statements and ageing
Customer statements issued on your cycle, and an aged receivables report showing what is current, what is overdue and by how long.
Collections follow-up
Reminders sent in your name and tone, escalating as your credit policy directs, with any accounts you prefer to handle personally left to you.
Credit notes and disputes
Disputes logged with their reasons and evidence, credit notes raised only on your approval, and doubtful balances flagged for your decision on provision or write-off.
Payables: from supplier bill to payment
Every bill checked, coded and approved before it is scheduled for payment.
Capture and coding
Supplier bills collected from a dedicated inbox or the client portal and coded to the right account, cost centre and tax treatment.
Matching
Where you use purchase orders and goods received notes, each bill goes through a three-way match against both before it moves on. Where you do not, it goes to the person who placed the order for confirmation.
Approval workflows
Bills routed for approval under a matrix you set by amount, department or supplier, with every approval recorded.
Supplier statement reconciliation
Supplier statements agreed to the ledger, so missing bills, unapplied credits and payments in transit come to light before they become disputes.
Payment run preparation
Proposed payment runs drawn up by due date and your priorities, with a schedule and the supporting bills, ready for your approval.
Supplier queries
Questions about remittances, missing payments and statements answered on your behalf, with anything that needs a decision passed to you.
Controls that protect your cash
Safeguards built into the process, so that no one person, in your business or ours, can both create a bill and pay it.
- Segregation of duties: whoever prepares a payment cannot approve or release it
- Every payment run approved by you before anything is paid
- Payments released from your bank by your own signatories; we do not hold client funds or move them on our own authority
- Changes to supplier bank details confirmed with the supplier through contact details already on file
- Duplicate checks on supplier, amount and reference before a bill is entered
- An audit trail showing who raised, approved and paid each item
How a payment run works
Five steps, with the decision and the release in your hands.
Approved bills
Only matched and approved bills go forward, with due dates checked against supplier terms.
Run drafted
We propose which bills to pay, weighing due dates, supplier terms and your cash position.
Your review
You remove, defer or add items, then approve the run.
Your release
Your own signatories release the payments from your bank.
Close-out
We send remittance advices, post the payments and reconcile the bank.
Questions
Will customers and suppliers know you are an outside firm?
Correspondence goes out in your name, from an accounts address you set up, in the tone you approve. Whether you tell customers and suppliers that an outside team keeps these ledgers is your decision.
Can you take on receivables or payables only?
Yes. Either ledger can be taken on its own, or both can form part of wider accounting outsourcing. The scope is set out in writing before work begins.
Can you work with our purchase order system?
Yes, where purchase orders and goods receipts are recorded in your accounting software or ERP, including Odoo and SAP Business One. If they sit in a separate system, we agree how that information reaches us before matching begins.
Who decides when and how overdue accounts are chased?
You do. We agree the sequence with you at the start: when the first reminder goes, what each later message says, and the point at which an account comes back to you for a call or a decision on legal recovery. Every contact is logged against the customer's account, so you can see the history before you pick up the phone.
Speak with a partner
Every enquiry is read by a partner and answered within one business day. Meetings are held at our offices, at yours, or by video.