With 12+ years of experience in Credit Management (Credit Control), Debtors and Revenue Management; as well as training and accreditation by the ICM (Institute of Credit Management), we can assist to improve some of our client’s processes and create better controls to ensure timely collection of monies owed. We are able to apply the use of collection sheets/docs that will optimize the way in which a client’s permanent (or current) debtors team sees collections and the importance of ensuring that customers respect the company trading terms of our client.

I am able to apply the use of collection strategies and tools to optimize the way in which clients can have a real-time view of collections progress. This service’s core goal is to treat clients’ debtors with professionalism and respect, maintaining good relationships all-round. It is the ultimate goal to ensure that the debtors of my clients are educated on the importance of respecting and adhering to the company’s trading terms.

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Debtors and Revenue Management: How it works

Send us your debtors book and all relevant details and hand over all complete management to us. Using our own accounting and CRM system:

• We prepare and send quotes
• We do the monthly/weekly bulk invoicing
• We send invoices and statements in bulk monthly and individually upon request by debtors
• We contact debtors to collect on outstanding accounts using all resources (e.g. Calls, Emails, SMS, Whatsapp)
• We provide a 24-hour turnaround time to resolve debtors’ queries and manage requests
• We reconcile debtors’ accounts to resolve queries delaying payments
• We provide monthly and bi-weekly reports on the debtors’ book status
• We will give more focus to problematic debtors with accounts in arrears to ensure that payments are completed
• We keep in constant communication with debtors whose accounts are outstanding to ensure timely payments
• We create collections sheets with live tracking to ensure efficient and effective collections (as well as to give our clients peace of mind)
• We provide general finance support in additional areas that we are skilled in beyond debtors and revenue management
• We provide a monthly reconciliation and summary of collections VS Cash Forecast to client

We have monthly video check-ins with clients to discuss the progress of collections, collections targets, DSO, and everything related. We send one monthly invoice to be paid by the client by the 2nd day of each month for services rendered. We do not accept collected revenue directly from the debtors of our client unless this is the agreement between Virtual Work Manager and that particular client. Debtors still pay directly to the client’s bank account and the client sends us the bank statement for all relevant receipts to allocate on our side. You can submit your debtors’ book by registering a client account in my Clients Dashboard

Credit Control (Debtors, Risk, Revenue Collection and Management)

• Full credit control function
• Sending invoices and statements
• Customer accounts reconciling
• Bank reconciling
• Debt collection
• Resolving queries to ensure timely payments
• General support during periods of high volumes of work or during audits
• Remote Finance Consulting
• More

Key benefits of outsourcing your Debtors Book to us:

1. Improved Cash Flow and Working Capital
Cash flow is the lifeblood of any business. Late or inconsistent payments can hinder your ability to cover operational expenses such as payroll, inventory, and rent. A finance consultant with expertise in AR management helps implement effective credit control measures, ensuring that invoices are paid on time. This results in better cash flow, allowing you to reinvest in growth opportunities and maintain smooth operations.

How Consultants Improve Cash Flow:

Setting clear payment terms and conditions for customers.
Timely invoicing and follow-ups on outstanding payments.
Implementing credit control processes to reduce overdue accounts.
Offering early payment incentives or discounts.

2. Reduced Bad Debts and Overdue Invoices
Uncollected debts can lead to serious financial losses for any business. If you are struggling with a growing list of overdue invoices or bad debts, a finance consultant can help reduce these risks. Consultants use proven strategies to effectively manage your debtor relationships, recovering payments while maintaining positive customer relations.

Key Methods for Reducing Bad Debts:

• Conducting credit checks before extending credit to new customers.
• Establishing strict credit limits based on customer risk profiles.
• Systematic follow-up and communication with overdue customers.
• Negotiating payment plans for customers with temporary financial issues.

3. Streamlined Processes and Better Time Management
Handling accounts receivable in-house can be time-consuming and distract your team from focusing on core business activities. By outsourcing these tasks to a finance consultant, you free up time to concentrate on growth strategies, customer service, and other high-value activities.

Consultants work efficiently, using the latest tools and software to streamline AR processes. This reduces human errors and ensures invoices are issued, tracked, and collected systematically.

Streamlining Processes Includes:

• Automating invoice generation and reminders.
• Using specialized accounting software to manage AR.
• Optimizing the use of cloud-based finance tools for real-time updates.
• Implementing efficient record-keeping for easy tracking and auditing.

4. Expertise and Experience
Finance consultants specialize in debtors and AR management, meaning they have experience dealing with various industry-specific challenges. Their knowledge of the latest best practices, laws, and regulations ensures compliance while optimizing the way you manage your receivables.

Consultants also bring a fresh perspective to your business, identifying inefficiencies or potential risks you might have overlooked. Their expertise enables them to address complex issues such as multi-currency AR management, international credit control, and managing high-volume invoicing systems.

5. Enhanced Customer Relations
Effective debtor management is not just about collecting payments; it’s also about maintaining a positive relationship with your customers. A finance consultant can help you create a structured communication process that makes it easier for customers to understand payment expectations, resolve disputes, and stay in good standing.

This approach fosters goodwill and encourages repeat business, while still ensuring that payments are made on time.

Maintaining Positive Relations:

• Communicating payment terms clearly from the outset.
• Offering multiple payment options for customer convenience.
• Handling disputes professionally and swiftly.
• Providing friendly reminders before due dates to avoid overdue issues.

6. Scalability and Flexibility
As your business grows, managing AR and debtors can become increasingly complex. Outsourcing this function to a finance consultant allows you to scale your operations without the need for hiring or training additional in-house staff.

Consultants can handle everything from small businesses with a handful of invoices to large corporations managing thousands of accounts. They provide flexibility, adapting to the changing needs of your business and ensuring you always have the right level of support.

Why Flexibility Matters:

• Consultants can scale their services up or down based on your current needs.
• You avoid the fixed overhead costs associated with hiring full-time finance staff.
• Access specialized expertise without the commitment of a permanent hire.

7. Cost Savings
Hiring a full-time, in-house AR specialist or debtors manager can be expensive, especially for small to mid-sized businesses. Outsourcing to a finance consultant is a cost-effective alternative. You get access to top-level expertise at a fraction of the cost of hiring full-time staff. Additionally, better management of accounts receivable often leads to fewer overdue payments and reduced bad debts, which translates into direct financial savings.

Cost-Saving Benefits:

• Eliminate the need for full-time salaries and benefits.
• Reduce bad debts through more effective debtor management.
• Lower the cost of late payment follow-ups and collections.

8. Compliance and Risk Management
Navigating the legal and regulatory requirements related to AR management can be complex, particularly when dealing with international clients. A finance consultant ensures that your accounts receivable processes comply with all relevant laws, reducing the risk of legal issues.

They also help safeguard your business from financial risks by implementing credit control measures, setting credit limits, and conducting regular audits of your accounts.

Compliance and Risk Management:

Ensuring compliance with credit laws, such as GDPR or industry-specific regulations.
Minimizing risk by setting up appropriate credit assessment and approval processes.
Implementing standardized policies for dealing with late payments or bad debts.

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Sign up on a trial basis – let’s work together for 90 days and experience the transformation of your debtors’ book! We focus on building and maintaining great relationships with your debtors, encourage the settlement of debt within the agreed-upon trading terms, and help you meet your collection goals.