Take Control of Accounts Receivable: Streamlined Payment Management with QuickBooks® Online

As a professional accountant and trusted advisor, you understand that unpaid invoices don’t just impact cash flow—they impact business relationships, financial compliance, and ultimately the long-term growth of your clients’ companies. Whether you’re a tax preparer navigating busy season or an accounting specialist supporting multiple business owners, a robust receivables process is non-negotiable. QuickBooks® Online places efficient accounts receivable (A/R) management at your fingertips, helping you and your clients stay on top of what’s owed and reduce time spent chasing overdue payments.

The Critical Role of Receivables in Today’s Business Landscape

Cash flow disruptions are among the top reasons small businesses struggle to survive. According to a 2024 QuickBooks® survey, 60% of small companies encounter cash flow crises annually, often due to late client payments. Proactive accounts receivable oversight—powered by QuickBooks® Online and guided by your professional expertise—keeps operations stable and client trust intact, positioning you as a results-driven advisor.

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Optimizing Receivables Management with QuickBooks® Online

Leverage these QuickBooks® Online features to maintain total visibility over your receivables and speed up payment cycles:

1. Analyze Accounts Receivable Aging Reports

Access via:
Reports > Who owes you > Accounts Receivable Aging Summary

This powerful dashboard segments unpaid invoices by age (1–30, 31–60, 61–90+ days), enabling risk assessment and targeted follow-up. Use these insights to prioritize collection strategies and deliver high-value advisory to your clients.

2. Automate Invoice Reminders

Set up via:
Gear Icon > Account and Settings > Sales > Reminders

Let QuickBooks® Online send courteous payment reminders when invoices approach due dates, reducing manual outreach and preventing overlooked receivables. This automation preserves client relationships and expedites collections.

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3. Customize Invoicing Terms Per Client

For clients offering multi-tier services or recurring retainers, tailor payment terms within each customer profile. This ensures term clarity, manages expectations, and supports compliance with mutually agreed-upon deadlines and billing policies.

Pro Tip: Establish a Weekly Receivables Workflow

Encourage your clients to review their A/R Aging Summary at least weekly. Coupled with regular reconciliation of bank feeds, this practice catches overdue balances early. As their advisor, consider setting automated alerts on invoices overdue by 60 days. Proactive outreach or recommending professional collection procedures—before year-end—is key to protecting your clients’ bottom line.

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Dealing with Chronic Overdue Receivables

When overdue invoices begin to mount, it’s a clear signal that invoice policies or contract enforcement need review. Strengthen your clients’ receivables strategy by suggesting:

  • Requesting partial upfront deposits for significant projects

  • Rewarding early payments with prompt payment discounts

  • Applying reasonable late fees (in line with regulations and professional ethics)

  • Establishing recurring billing through QuickBooks® Online for subscription and retainer-based engagements

Delivering exceptional guidance on receivables is more than just good bookkeeping—it's the foundation of smart business management. By harnessing QuickBooks® Online and leveraging specialized expertise, you empower your clients to improve cash flow, maintain compliance, and avoid difficult payment discussions. Stay ahead of receivables, and you’ll help your clients realize greater financial confidence.

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Let's talk. We are here to help!
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