Cash in and out, on schedule
Accounts Payable & Receivable Outsourcing
Invoice processing, payment runs and collections follow-up handled as a managed, scheduled function — because late supplier payments and slow customer collections are usually process problems wearing the disguise of a cash flow problem.
Managed AP/AR, with you retaining full approval control over every payment
Key facts
| AP scope | Invoice processing, approval routing, scheduled payment run preparation |
| AR scope | Invoicing, ageing tracking, proactive collections follow-up |
| Approval control | You retain approval authority over every payment — outsourcing the process, not the decision-making |
| Reporting | Regular AP/AR ageing reports as part of your management pack |
What this actually involves
Supplier relationships and pricing quietly deteriorate when payments run consistently late — not always because cash isn't available, but because invoice processing and payment scheduling happen ad hoc rather than on a managed cycle. A structured, scheduled payment run changes this without requiring any more cash than you already have; it just puts the process on a reliable rhythm.
On the receivables side, the pattern is almost always the mirror image: invoices sent inconsistently, no systematic ageing review, and collections follow-up that only happens once a customer is embarrassingly overdue rather than proactively at 15, 30 and 45 days. A managed AR process with proactive, professionally toned follow-up recovers cash faster without damaging customer relationships through an awkward, reactive collections call.
Outsourcing AP and AR processing doesn't mean losing control — you retain full approval authority over every payment before it's released; what changes is that the invoice processing, data entry, scheduling and follow-up work happens reliably in the background, freeing your time for decisions rather than data entry.
Is this actually relevant to you?
- Supplier payments are being made inconsistently or later than terms, straining relationships or pricing
- Customer collections are reactive rather than proactive, with overdue receivables piling up before anyone follows up
- Invoice processing is consuming time that would be better spent on higher-value work
- You want regular AP/AR ageing visibility as part of your management reporting, not just at year-end
Our process, step by step
Invoice processing
Supplier invoices processed and routed for your approval promptly, not batched and delayed.
Payment run management
Scheduled payment runs on a defined cycle, not ad hoc transfers made whenever remembered.
Collections follow-up
Proactive, professionally toned follow-up based on ageing, not reactive calls once accounts are embarrassingly overdue.
Regular ageing reporting
AP and AR ageing visibility built into your regular management reporting, not a year-end surprise.
Scope of work
AP and AR sit inside your wider bookkeeping. Disciplined collections improve cash flow, and correct supplier invoices protect the input VAT claimed on each VAT return.
The patterns behind late payments and slow collections
- Processing supplier invoices in batches whenever there's time, rather than on a defined cycle, leading to inconsistent payment timing.
- Waiting until a customer account is significantly overdue before any collections follow-up happens, rather than a proactive, staged approach from 15 days onward.
- Not reviewing AP/AR ageing regularly, so cash flow surprises accumulate silently until they're impossible to ignore.
Related accounting and bookkeeping services
Monthly accounting, reporting and year-end statements from one team — ready for audit and tax filing.
Related guides from our team
Practical explanations of the rules behind this service, written by our chartered accountants.
Common questions
Will outsourcing AP/AR mean losing visibility over cash?+
No — you retain approval control over payments; we handle the processing and follow-up, with regular reporting so you always see the full picture.
Can you handle collections calls with our customers directly?+
Yes, in a professional tone matched to your business and existing customer relationships — or we can prepare the communications for your team to send, whichever you prefer.
How does the approval process work for payment runs?+
We prepare the scheduled payment run and supporting documentation; you review and approve before any payment is actually released — the control point stays firmly with you.
Can this integrate with our existing accounting software?+
Yes — AP/AR outsourcing works directly within Xero, QuickBooks Online or Zoho Books, whichever platform you're already using.
What if a customer disputes an invoice during collections follow-up?+
Disputes are flagged back to you immediately for resolution — collections follow-up handles the routine cases and surfaces genuine disputes rather than pushing through them.
AP/AR processing eating up time you'd rather spend elsewhere?
Tell us your current volume and process — we'll scope a managed service that keeps you in control without the manual grind.