14. Accounts Receivable Management

Accounts Receivable Management

1. Scope of Service

We will provide outsourced accounts receivable (AR) support to help you manage your customer invoicing and debt collection cycle. This may include, depending on your package and business needs:

  • Creation and issuance of sales invoices (based on approved templates and data provided)
  • Credit control follow-ups via email and/or phone (as agreed)
  • Aged receivables reporting (monthly or at agreed intervals)
  • Allocation of customer payments and maintenance of debtor ledger
  • Reconciliation of AR balances with bank receipts
  • Escalation of long-overdue accounts for further action (e.g. legal or debt collection referral)
  • Integration support with invoicing or AR platforms (e.g. Xero, QuickBooks, Zoho, SmartBooks)

2. Information You Must Provide

To deliver this service, you agree to provide in a timely manner:

  • Accurate and complete customer billing data
  • Approval of sales terms (e.g. credit period, late payment charges)
  • Access to accounting or invoicing systems, if cloud-based
  • Notification of payment receipts outside integrated bank feeds
  • Any customer disputes, adjustments or returns relevant to AR

3. Our Responsibilities

We will:

  • Process AR-related tasks with reasonable care and skill
  • Maintain confidentiality of customer and financial data
  • Adhere to agreed timelines and provide monthly reports (unless otherwise agreed)
  • Escalate any significant issues or risks identified in your debtor book

4. Exclusions

Unless otherwise agreed, this service does not include:

  • Legal debt recovery action
  • Credit rating checks on customers
  • Sales order generation or fulfilment tracking
  • Collection of cash or cheques on your behalf

5. Service Frequency

This service will be performed on an ongoing, weekly or monthly basis as defined in your engagement letter. Ad-hoc requests may be chargeable separately.

6. Fees

Fees for this service will be based on:

  • A fixed monthly retainer, or
  • Volume-based pricing (e.g. number of invoices, debtor follow-ups), or
  • Time-based billing (hourly rate), as agreed in your proposal

Any additional services or custom reporting outside scope will be quoted and billed separately.

7. Limitation of Liability

We will not be responsible for:

  • Customer non-payment or delays beyond our control
  • Errors due to incomplete or incorrect data provided by you
  • Legal consequences arising from the contents of your sales invoices

Effective Date: 24 July 2025