5 Signs It's Time to Outsource Accounts Receivable

As businesses navigate the complexities of invoicing, collections, and compliance, they may encounter challenges that demand a strategic reevaluation of their accounts receivable operations. The shifting paradigms of the business environment and rapid advancements in financial technologies create new complexities in managing receivables. 

In this article, we collected all signs and warnings indicating when an organisation should consider outsourcing its accounts receivable functions. Recognising these signs can be groundbreaking for businesses to leverage the benefits of outsourcing, unlocking new opportunities for business growth. 

Key Takeaways

1. Increasing Days Sales Outstanding (DSO) is a clear signal for businesses to explore outsourcing accounts receivable functions. 
2. Outsourcing AR allows businesses access to specialised professionals who can implement strategic credit management practices. 
3. Delayed or erratic payment patterns highlight the interconnectedness of cash flow and accounts receivable. 
4. Introducing automated systems enhances the accuracy and efficiency of invoice processing, reducing errors and expediting payment collections.
5. High error rates in billing processes can lead to revenue leakage and strained client relationships.

Increasing DSO (Days Sales Outstanding)

Increasing DSO, or Days Sales Outstanding, is a clear indicator that businesses should consider outsourcing their accounts receivable processes. DSO measures the average number of days it takes for a company to collect payment after a sale. A rising DSO directly impacts a company's liquidity and financial stability.

Increasing DSO shows customers are taking longer to settle their invoices, leading to delayed revenue collection. This delay can strain the working capital of a business, impeding its ability to meet immediate financial obligations and invest in growth initiatives. By outsourcing AR, organisations can tap into the expertise of professionals specialising in efficient credit control and collections.

Outsourcing provides access to advanced technologies and streamlined processes, enabling quicker invoice processing and reducing the time it takes to convert receivables into cash. Outsourced teams can implement working credit management practices, identifying and addressing payment delays early on. As a result, businesses can experience a significant reduction in DSO, leading to improved cash flow and overall financial health.

Inconsistent Cash Flow

This issue arises when there is an irregularity in the timing of incoming payments. The primary connection between inconsistent cash flow and accounts receivable lies in clients' or customers' delayed or erratic payment patterns. This phenomenon can stem from various factors, such as delayed invoice processing, inefficient collections procedures, or errors in billing.

Outsourcing accounts receivable can provide a strategic solution to this challenge, allowing businesses to ensure timely and efficient transactions. This, in turn, contributes to a more consistent and predictable cash flow, allowing the company to plan better and manage its financial resources.

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Struggling with Invoice Processing

Manual invoice processing, prone to human errors and inefficiencies, can severely impede a company's financial operations. The complications arising from paper-based processes, such as lost invoices or inaccuracies in data entry, can result in delayed payments and strained client relationships.

Outsourcing receivables offers a solution by introducing automated systems that significantly enhance the efficiency and accuracy of invoice processing. This reduces the likelihood of errors and accelerates the speed at which invoices are sent and payments are received.

OAR’s existing customers’ examples showcase how businesses have overcome their struggles with invoice processing through outsourcing. Our business partners that outsourced our accounts receivable services observed a marked reduction in processing times, improving cash flow and strengthening financial stability. As technology evolves, outsourcing becomes an increasingly viable option for businesses seeking to modernise and optimise their invoice processing capabilities, ultimately contributing to a more resilient and agile financial infrastructure.

High Error Rates in Billing

Inefficient billing processes will lead to delayed payments, revenue leakage, and strained client relationships. Common billing errors, such as inaccuracies in invoice amounts, incorrect billing addresses, or failure to apply discounts, can result in disputes and delays in payment collection. The consequences will affect a business's financial health and reputation, indicating that it might be time to consider outsourcing accounts receivable.

Outsourcing AR provides a strategic solution to address these issues. External experts can bring a fresh perspective, implement best practices in billing processes and ensure compliance with industry standards and regulations. As a result, businesses can streamline operations, minimise errors, and ultimately foster a more efficient and error-free receivable system, positively impacting their overall financial performance.

Rising Collection Costs and Lack of Scalability

Inefficiencies in internal collections can result in escalating costs and hinder the system's adaptability to the growing demands of the business.

As companies expand, managing collections in-house becomes increasingly complex, leading to a surge in collection costs. Delayed payments and manual processes contribute to the rise in expenses associated with collections. Outsourcing AR offers a cost-effective solution by leveraging economies of scale, where specialised agencies can efficiently handle collections.

The lack of scalability in in-house operations poses a significant challenge as businesses experience growth. Internal systems may struggle to accommodate the increased volume of transactions, leading to bottlenecks and delays. Outsourcing accounts receivable is a strategic move that allows companies to focus on core competencies.

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Extra Warning: Poor Business Relationships

Poor business relationships can signal the opportune moment for companies to consider outsourcing their accounts receivable functions. This red flag appears when communication breakdowns, disputes, or delays become recurrent issues between the business and its customers.

A key indicator of strained relationships is an increase in late payments or non-payments, often arising from dissatisfaction with billing practices, errors in invoicing, or inadequate customer support. Such discord can lead to a deteriorating reputation and hinder future business prospects. Outsourcing becomes an effective remedy as specialised AR management providers possess the expertise to navigate delicate client interactions, ensuring timely and amicable resolutions to disputes.

The service providers skilled in customer-centric practices can employ effective communication strategies, personalised follow-ups, and proactive issue resolution to mend and enhance business relationships, safeguarding the client base and preserving the company's reputation in the market.

Author: Giles Goodman, Commercial Intervention Officer OAR
Giles Goodman is the definitive expert in cross-border commercial debt collection, mediation, legal recovery, and accounts receivable. Based in London, his 25 years of experience provide a global perspective on preventing defaults and efficiently managing overdue accounts. Giles’s insights and analyses empower business owners worldwide with strategic approaches to financial management and recovery.

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