Why Accounts Receivable Automation Is Easier To Implement Than You Think

Do you know that many businesses are still unaware of the accounts receivable process that they have abandoned? 

Accounts receivable is a vital part of any and every type of organization and must be addressed from the start. Without a consistent cash flow, no one can thrive or manage a business.  

You should all be aware of the two most crucial aspects of the business. They are 

• Customers &  

• Cash Flow 

If none of your customers pay, it indicates your company has no cash flow. 

• No customer payment – No cash flow 

• No cash flow – No Business growth 

Because cash flow and customer satisfaction are both vital parts of your business, you should consider increasing them both to develop your business. 

 

CFO’s Greatest Fear in Accounts Receivable Management System  

A CFO is responsible for various important tasks other than monitoring and maintaining accounts receivable, which frequently consumes the majority of their time, leaving less time to focus on other tasks. This means that devoting too much time to accounts receivable automation is neither a bad practice nor are other tasks less important. 

There are a few basic challenges that every CFO, like you, must encounter or is already facing while managing and maintaining accounts receivable 

1. Spending a lot of time on tasks that bring zero value: Manually managing various spreadsheets and manually following up with customers. 

2. Small errors due to human error: Generating and delivering invoices to the wrong person, making it impossible for customers to pay past due payments on time. 

3. Payment Dispute: The difficulty of resolving payment disputes when there is no clear "trail of evidence" or business process. 

Most of you are already dealing with these struggles, which leads to the following. 

• A lot of time is wasted. 

• Failure to get paid on time, 

• Customer relationship takes a hit. 

 

Struggles in managing and maintaining your accounts receivable manually 

1. Inefficiency and errors: 

Manual accounts receivable processes can lead to delays and errors when entering and tracking customer payments and outstanding invoices. 

  

2. Limited visibility: 

A manual accounts receivable management system can make it difficult for the CFO to have a clear and real-time insight into the company's financial condition, making it even more difficult to enhance the organization's cash flow. 

  

3. Difficulty in forecasting: 

With a manual accounts receivable management system, it might be impossible for the CFO to precisely forecast future customer payments and cash flow, making informed business decisions difficult. 

  

4. Time-consuming: 

Manual accounts receivable process can be time-consuming and resource-intensive, leaving you with little time to focus on other high-value transactions or critical processes. 

  

5. Lack of automation: 

It might be difficult for the CFO to automate routine processes such as creating invoices, sending invoice reminders to customers, and reconciling accounts without accounts receivable automation. 

  

6. Lack of scalability: 

Manual accounts receivable processes can be tough to expand as your company develops with a large customer base and the number of transactions increases. 

  

7. Difficulty in tracking customer information: 

It might be difficult to monitor and keep correct customer information using a manual accounts receivable management system. 

  

8. Lack of security: 

Manual accounts receivable management systems may lack the security measures required to secure your sensitive financial information and those of your customers from fraud or inaccuracies. 

 

Accounts Receivable Automation – Easy Implementation & Benefits 

Accounts receivable software is a type of software that allows businesses to easily and seamlessly manage and track their outstanding invoices and customer payments. It can be easily implemented by purchasing or subscribing to software and then integrating customer and invoice information into the system. 

Maxyfi – Automated Accounts Receivable Software offers user-friendly interfaces and step-by-step documented instructions for setup and uses, making it simple for you and all kinds of businesses of all sizes to begin using the software quickly and need immediate accounts receivable solutions. 

  

The benefits of using accounts receivable software include: 

• Tracking and managing your invoices and payments has become more efficient and accurate. 

• Automation of tasks such as invoice generation and invoice reminder sending, reducing the need for manual data entry. 

• Improved visibility into the status of outstanding invoices, allowing you to make more educated credit and collections choices. 

• Increased capacity to identify and handle possible customer or invoice concerns before they become a major issue for your organization. 

• Improved customer contact and collaboration via features such as a unique customer portal and online payment portals for seeing invoice details and making payments. 

Overall, accounts receivable software will assist you in streamlining your financial operations and making more informed decisions, resulting in a higher bottom line. 

 

Maxyfi – Accounts Receivable Software  

You can improve and empower your organization with Maxyfi - an Accounts Receivable Automation Software - by using efficient collections, intelligent workflows, and customizable templates. The following are some of the advantages of using Maxyfi. 

 

1. Accounts Receivable Software with Automated Reminders   

An automated reminder system for accounts receivable sends regular invoice reminders to customers to remind them to pay their debts. Reducing the number of unpaid invoices and ensuring that invoices are paid on time, can help you manage your accounts receivable process more effectively.  

The amount owed, the invoice number, and other pertinent information can be included in automated reminders, which can be sent via SMS or email. Demonstrating that the company is committed to maintaining a positive working relationship and is proactive in managing its accounts receivable, can help to enhance the company's connection with its customers.  

To meet the needs of a workflow, Maxyfi provides an infinite number of pre-defined templates, customization options, and automatic reminders to boost productivity. Additionally, you can make one from scratch! 

 

2. Accounts Receivable Software with easy Workflow Management  

In accounts receivable, workflow management is the process of monitoring and coordinating how an organization handles incoming payments.  

Examples of such activities include  

• invoicing customers,  

• following up on late payments,  

• applying payments to accounts, 

• reconciling accounts to ensure that all payments are properly documented and accounted for.   

The accounts receivable process runs more smoothly and efficiently with the help of workflow management, which also helps ensure that payments are received on time.  

Effective workflows that assist your company in tracking high-priority prospects and customizing follow-up communications with customers who are slow to pay. In general, it guarantees that your business will pay back all outstanding debts. 

 

3. Accounts Receivable Software with easy Dispute Management    

The process of resolving disagreements that arise when a customer questions an invoice's authenticity is known as accounts receivable dispute management.  

In most cases, this process involves examining the disputed invoice and any supporting documents, working with the customer to resolve the dispute, and making any necessary adjustments to the account. Problems can be resolved quickly and effectively through dispute resolution, which also helps to maintain solid relationships with customers.  

Maxyfi manages disputes effectively without losing money on debts that can't be paid back. Additionally, it contributes to improved customer service and productive conversations. 

 

4. Accounts Receivable Process with Prioritized List  

A prioritized list is a ranking of outstanding invoices based on how urgent and essential their payment is in the accounts receivable process. Prioritizing which invoices should be paid first, such as those with upcoming due dates or the highest outstanding amounts, is made easier with the help of this list. This guarantees that the business will continue to have a steady flow of cash and will not have to worry about missing payments or defaulting on existing obligations. 

With the help of powerful AI follow-ups and workflows, Maxyfi Accounts Receivable Software quickly creates a prioritized list of actions, saving hours of manual labor and increasing productivity! 

 

5. Accounts Receivable Software with Promise to Pay Requests 

The promise to pay is frequently documented using a payment plan or agreement that specifies the terms and conditions of the payment, including the amount to be paid, the due date, and any penalties for late payment. Businesses must carefully manage their accounts receivable and follow up on any outstanding payments or commitments to pay to maintain a healthy cash flow and financial stability.  

One of the most common ways to collect payment dues is to make a promise to the customer that they will pay by a certain date and follow up on it regularly. The best promise tracking and integrated follow-up communication mechanism can be found in Maxyfi Accounts Receivable Software. 

 

6. Accounts Receivable Software with Outbound Email & SMS 

In accounts receivable, the practice of sending customers emails and text messages to remind them of upcoming payments or to provide account information is referred to as "outbound email and SMS."  

These messages might include information about  

• account changes,  

• due dates for payments,  

• reminders for payments,  

• other accounts receivable information.  

You can keep your customers up to date on their invoices and manage your accounts receivable process with the assistance of outbound email and SMS.  

You can set up your business email and SMS gateway credentials in Maxyfi, which controls where your business account's email and SMS are delivered. 

 

7. Accounts Receivable Software with Real-Time Analytics and Dashboard  

Real-time analytics and a dashboard in the accounts receivable process are tools that provide an up-to-date view of your accounts receivable process. 

It allows you to examine and manage your accounts receivable performance in real-time, providing insights into customer payment trends, late invoices, and other important metrics. The dashboard also illustrates data, allowing you to quickly identify and address areas for improvement. 

Maxyfi AR CRM has a strong and comprehensive dashboard that gives an in-depth view of the system. 

• Overdue summary 

• Aging Overview, 

• DSO, 

• Action is required. 

• Top Defaulters, 

• Customer Segmented Perspective 

They are in the collection phase. 

 

Final Thoughts about Implementing Accounts Receivable Software 

Finally, accounts receivable automation software may help you significantly in a variety of ways. It may assist you in increasing the efficiency and accuracy of your accounts receivable process, resulting in better cash flow management and client interactions. 

It may also assist you in reducing the chance of errors and misconceptions, as well as providing useful insights and data to assist you in making more informed business decisions. 

Overall, implementing our Accounts Receivable Automation - Maxyfi may give you and your business the advantages outlined above. To discover more, please visit Maxyfi' blogs.