7 Steps to Perfect Accounts Receivable For Any Business

Introduction

Accounts receivable is a financial term used by a business to describe the money owed to them by customers for goods and services sold on credit. Keeping accurate and up to date accounts receivable records is essential to the success of any business. Unfortunately, common mistakes can occur when processing accounts receivable, resulting in losses of profits.

In this blog post, we will discuss the most common accounts receivable mistakes and how to avoid them.

Incorrect Sales Tax Charges

Sales tax is one of the most integral parts of any business transaction, so it's important to understand the rules and regulations around it. Unfortunately, there are several mistakes businesses can make with sales tax, resulting in costly penalties and fees. In this chapter, we'll look at two of the most common mistakes and how to avoid them.

Lack of knowledge on regional and national sales tax rules

It's easy to assume that sales tax rules and regulations are the same in all regions, but this is not the case. Different jurisdictions may have different requirements, and it’s important to understand and be compliant with all of them. For example, you might be required to collect sales tax in some locations, while not in others. If your business sells items or services in multiple locations, you should research each of those areas’ regulations regarding sales tax, and ensure that you’re following them correctly.

Not setting up sales tax code in software

In addition to understanding the rules and regulations of each area, you should also make sure that your accounting software is set up correctly. You should make sure that the software is configured to collect sales tax in the correct locations, calculate it correctly, and then properly file it with the correct agency. If your software isn't configured properly, you might end up having to pay fees, penalties, or interest on late payments.

It’s important to note that sales tax compliance can be a time-consuming and complex process - so, it may be beneficial to outsource it to a qualified professional. Outsourcing to an expert means that you can have peace of mind knowing that all of your sales taxes are calculated and filed correctly, as well as on time.

Improper Reimbursement for Credit Card Use

Credit card payments require a common mistake often made during the accounts receivable process. Proper credit card use reimbursement is essential for businesses looking to not only increase profits, but also to provide an efficient service to their customers.

Not Taking Account of Credit Card Processing Fees

When you receive a customer payment, it's vital to understand how much of the customer's money will go toward credit card processing fees. These fees can vary greatly depending on the credit card service provider, and if not properly accounted for, can result in significant financial losses for the business.

Keeping track of the processing fees for each type of card can be difficult, but there are a few steps you can take to ensure that you are reimbursed appropriately. Firstly, look into credit card processors that allow you to set your own processing fees, so the correct amount is always reflected when the customer is billed. Additionally, explore the use of third-party software to automate the processing of credit card payments. This will keep you up-to-date on your credit card rates, and will also ensure that you are reimbursed for the correct amount of customer payments.

Not Considering Customer Specific Credit Card Rates

Another factor to consider when it comes to credit card use reimbursement is customer specific credit card rates. Different credit card companies offer customers a variety of cards with varying interest rates. When reimbursements are made, they should be based on the customer's individual credit card rate. For example, if a customer is using a card with a lower interest rate, the business should be reimbursed for the amount that reflects that lower rate.

To ensure proper reimbursement of customer credit card payments, consider using software that can automatically track customer specific rates. This will help make sure that you are reimbursing customers based on the right rate, and will help avoid any discrepancies in payments. Additionally, you should also look into customer loyalty programs or other rewards programs that can be linked to credit card payments. This can encourage customers to use the same credit card in the future, resulting in more accurate reimbursements.

Late Fees Applied Erroneously

Applying late fees to customer accounts is a commonplace practice that most accounts receivable teams are familiar with. Unfortunately, following this standard practice carelessly can have an adverse effect on customer relations and, in some cases, lead to legal trouble. It's important to be aware of the common errors that could occur when applying late fees and learn how to avoid them in order to protect your company.

Misunderstanding of Local Late Payment Laws

Most states have laws that govern the amount of money a business can collect as a late fee for past due payments. In order for businesses to remain compliant with local laws, it's important to stay up to date on the regulations in your area. Some laws may stipulate that late fees cannot exceed a certain percentage of the total invoice amount or may require that businesses send notifications of late fees to customers prior to collecting them. Review relevant laws and regulations regularly to ensure that fees that you apply to customer accounts are compliant.

Confusion Between Customer Payment Terms

It's also important to understand the payment terms that your customers have agreed upon. Depending upon the terms of the agreement, customers may have a certain number of days to pay their invoices without incurring late fees. Additionally, your company may also offer discounts for early payments. Error in understanding customer payment terms can result in the application of late fees to accounts where none are due. To eliminate any room for error, have a system in place to track payment terms and due dates for each customer account.

Stay up to date on local late payment laws to ensure compliance.
Create a system to track customer payment terms and due dates.

Failure to Recover Unpaid Invoices

Uncollected and unrecovered payment can quickly lay a financial strain on any business. To ensure that invoices are paid in full and on time, it is important to avoid common mistakes when dealing with accounts receivable.

Ignoring the Customer's Payment History

It is essential to consider both the customer's payment history and credit score when deciding whether or not to extend credit. Every customer's payment history should be monitored and taken into account before deciding to issue an invoice or not.

Failing to take this into consideration can result in long delays in payment or worse, an unpaid invoice altogether.

Not Staying On Top Of Overdue Invoices

Once an invoice is overdue, it is essential to stay on top of the situation and follow up with the customer in a timely manner. Failing to do this can result in the customer becoming complacent and not paying the invoice at all.

It is important to stay in communication with the customer and remind them of their obligations in order to encourage payment. Sending courtesy notices, encouraging payment reminders, and offering payment plans are all effective strategies for eliciting payment.

Not Implementing Automation

For businesses, automation can be a key factor for efficiency and success. Implementing automation for accounts receivable can help reduce manual labor as well as potential for human mistakes. Without automation, businesses may find themselves failing to send out payment reminders or neglecting to invest in tools to help with accounts receivable.

Missing Automated Payment Reminders

An automated payment reminder system helps make sure customers pay on time. Companies can set their own payment terms for customers, such as allowing for a 15 day grace period before sending a reminder email. These automated reminders can help remind customers of invoices that require payment, reducing the chance of customers forgetting or delaying payment.

Neglecting to Invest in Accounts Receivable Software

Accounts receivable software can help businesses monitor accounts and customer payments. This software makes it easier to track money coming in, organize data, and manage accounts. Investing in this type of software is a good way to ensure businesses always have access to accurate and up-to-date information about their customers and accounts.

Automated payment reminder system helps make sure customers pay on time.
Accounts receivable software helps businesses manage accounts.
Investing in accounts receivable software is a good way to track customer data and money coming in.

Conclusion

Accounts receivable mistakes happen all too often, but with the right understanding and preparation, you can minimize their occurrence. Following the steps outlined above can help you minimize common accounts receivable errors and optimize your receivables process. With sound accounts receivable practices in place, your business can ensure accurate and timely payments, reduce churn and create better customer relations.