Invoice Processing, Both Directions
Supplier bills captured, coded and queued for payment. Your own invoices raised the day the work finishes and followed up before they age. Money out under control, money in arriving sooner.
Where the Money Actually Goes
None of these are dramatic. Together they are usually worth more than the annual bookkeeping fee, which is the argument for having someone hold the process.
Accounts payable and receivable are the two places where being slightly disorganised has a direct, measurable price.
The invoice paid twice
Once from the emailed PDF, once from the statement. Nobody notices because both payments look legitimate in isolation. Suppliers rarely volunteer the news.
The early-payment discount never claimed
Two percent for paying inside seven days, on a supplier you spend $8,000 a month with. That is nearly $2,000 a year for being organised.
The job invoiced three weeks late
Finished on the 5th, invoiced on the 26th, paid in the middle of the following month. Six weeks of your money funding someone else’s cash flow.
The variation nobody billed
The client asked for extra work mid-job, you agreed verbally and did it, and it never made it onto an invoice. The most expensive kind of goodwill.
The debtor at 90 days
Discovered when cash gets tight, by which point the conversation is difficult and the amount is a maybe rather than a receivable.
Both Ledgers, Held Properly
Bills arrive without touching you
Suppliers email invoices to a dedicated address that feeds straight into your file. The data is extracted, the PDF is attached, and it appears in the payables list coded and ready.
Duplicate and variance checks
Every bill is checked against what has already been entered and, where you use purchase orders or job quotes, against what was actually agreed before it goes anywhere near a payment run.
A payment run you approve, not assemble
We prepare a scheduled batch by due date, with early-payment discounts flagged and anything disputed held back. You review one list and release it from your own banking.
Your invoices raised on time
From your job sheets, timesheets or a weekly note from you, including the variations. Sent the week the work finishes rather than whenever someone gets to it.
Polite, systematic follow-up
Automated reminders before due date and after, escalating on a schedule you set. Nothing rude, nothing that damages the relationship, just consistent and impersonal.
Aged reports you actually see
Debtors and creditors aged at 30, 60 and 90 days on your monthly pack, worst first, with a note on anyone whose behaviour has changed.
Why You Release Every Payment, Not Us
This is deliberate, and we recommend it to every client regardless of size. Separating the person who prepares a payment from the person who authorises it is the single most effective financial control a small business has.
- We never hold banking authority. We build the batch; the release happens from your login, by you.
- New supplier bank details are verified by phone against a number we already hold, never against the one on the emailed invoice. This is how invoice fraud is stopped.
- Every payment traces back to an approved bill with the document attached, so a query six months later takes thirty seconds to answer.
On payment redirection fraud. The most common way Australian small businesses lose real money is an email that looks like a supplier asking you to update their bank details. It is not sophisticated and it works constantly. Verifying by phone against a known number takes two minutes and defeats it entirely.
Before You Ask
Yes, and carefully. You tell us which accounts are sensitive and we exclude them from automated reminders entirely, flagging them to you instead. For everyone else, the early reminders are polite and impersonal, which is usually more effective than a call from the owner because it is clearly just process.
Not at all, and most small businesses do not. We check bills against quotes and job records where those exist, and against what you normally pay that supplier where they do not. If you would benefit from light-touch purchase orders we will suggest it, but it is not a condition of the service.
Usually yes. The mainstream job and project systems push completed jobs through to Xero, MYOB and QuickBooks. Where the connection exists we use it and check that what arrives reconciles. Where it does not, a weekly export or a short note from you works fine.
Stop Chasing Invoices Yourself
If you had to check, that is the answer. We will show you the real ageing on your file at no charge, then quote you a fixed monthly fee from $25 a week to take the whole ledger off your desk.