To Anyone Having Issues Getting Paid

PLEASE READ IF YOUR ACCOUNTS RECEIVABLE IS BACKLOGGED

(HAPPY LATE JULY 4TH! I hope everyone had a safe holiday, free from hangovers and missing fingers!)

If you're a small business owner, chances are you've felt the pinch of unpaid invoices. You've delivered great work, but now you're chasing payments, and that’s time and energy you can’t afford to waste. I’ve worked with a few entrepreneurs in this exact situation, and here’s the good news: a few simple changes can make a big difference.

Here are five tips I always recommend to help gain control of your Accounts Receivable:

🗂️ 1. Set Clear Payment Terms, and Communicate Them Upfront

It sounds obvious, but too often I see vague or missing payment terms on invoices. Spell out your expectations from the start: due dates, late fees, preferred payment methods. When everyone’s on the same page, it’s easier to hold clients accountable. One of my clients added “Net 15” terms and a gentle 2% late fee to their contracts, and within one quarter their average payment time dropped by over 10 days.

📬 2. Invoice Promptly and Consistently

The sooner you send the invoice, the sooner you’re likely to get paid. Make it part of your workflow; don’t wait until the end of the month or project. Use invoicing software with automation features to send recurring or immediate invoices (QBO). Clients often appreciate the professionalism and predictability.

⏳ 3. Track Receivables Weekly (Not Monthly)

If you’re only looking at your receivables once a month, you’re missing red flags. A weekly check-in helps you spot overdue accounts early and act quickly. I tell clients: even a 15-minute “AR review” on a day of their choosing can save you a weekend of stress later. In fact, you really should be dedicating a minimum of 4 hours of bookkeeping a week if you're an owner, but that's a different story...

📞 4. Don’t Be Afraid to Follow Up (Kindly but Firmly)

You deserve to be paid. A polite email or phone call reminder goes a long way. Don’t assume people are trying to ghost you. Sometimes it’s just poor internal processes on their end. Keep a template handy for friendly follow-up emails. A little professionalism and persistence speaks volumes.

🛠️ 5. Consider Incentives or Penalties

My old boss back in my restaurant days once told me flies are more attracted to honey than vinegar. Offer a small discount for early payment to reward those that stay on top of their bills (and if honey doesn't work, charge late fees to encourage timely action). I once worked with a vendor who offered 3% off for payments made within 5 days, and 80% of their clients took advantage of it.

Getting control of your AR isn’t just about better bookkeeping, it’s about protecting your business’s cash flow and peace of mind. If you’re struggling with late payments or just want a second set of eyes on your process, reach out. As a bookkeeper, I love helping small businesses thrive, one invoice at a time.

Robertson Bookkeeping

336-971-6172

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