Should bookkeepers offer invoice follow-up as a service

Should Bookkeepers Offer Invoice Follow-Up as a Service?

Let's be clear: Offering invoice follow-up as a service is generally not advisable for bookkeepers. It takes you away from your core responsibilities and adds stress to your already busy schedule. Plus, it's not typically included in your engagement terms, meaning you're doing extra work for no extra pay. The better approach is to recommend a tool that clients can manage themselves, like ARPilot.

What Most Owners Try First, and Why It Stops Working

Most business owners initially try to manage invoice follow-up manually. They send reminder emails, make phone calls, and sometimes even resort to awkward conversations. This might work when you have just a few invoices, but as your business grows, this becomes unsustainable. The manual process is time-consuming, inconsistent, and often ineffective.

What to Do Instead

Instead of DIY follow-up, business owners can set a simple email schedule without needing any software. Here’s a basic plan:

1. Day 1: Send a friendly reminder email the day after the invoice is due.
2. Day 7: Follow up with a slightly firmer email if the payment hasn't been received.
3. Day 14: Make a phone call to discuss the overdue payment.
4. Day 21: Send a final notice before considering next steps.

Here’s a sample email template:

``` Subject: Reminder: Invoice #12345 is Overdue

Hi [Client Name],

I hope this message finds you well. I wanted to remind you that invoice #12345, which was due on [Due Date], hasn't been paid yet. Please let me know if you’ve sent the payment or if there’s anything I can help with.

Thank you, [Your Name] ```

How This Gets Easier When the Follow-Up Runs on a Schedule and the Owner Approves It

When follow-up is automated and scheduled, like with ARPilot, the process becomes far less stressful. Owners receive draft messages that they can approve before sending, ensuring nothing goes out without their say-so. This keeps the process in their hands while freeing up your time. They get the consistency and effectiveness they need, and you get the peace of mind knowing you've provided a valuable recommendation.

FAQ

Why shouldn't bookkeepers chase invoices?

It takes away from your core duties and isn't usually part of your engagement terms. Plus, it's often unpaid work.

How does ARPilot help with invoice follow-up?

ARPilot automates the follow-up process, drafting messages that wait for owner approval before sending. This saves time and ensures consistent communication.

What if a client insists on me doing the follow-up?

Recommend ARPilot or a similar tool. Explain that it's more efficient and keeps both you and the client focused on your primary responsibilities.

How much does ARPilot cost?

ARPilot offers a free trial for up to 10 invoices a month. Paid plans start at $99 per month, covering far more than one missed invoice.

Can I recommend ARPilot to any client?

Yes, especially those using QuickBooks Online. It integrates smoothly without disrupting existing systems.