How do I handle an invoice that was rejected because the client forgot to give me a PO number?

The Problem: Why This Matters to Your Business

In the B2B finance world, invoices rejected due to missing PO numbers can sit unpaid for 60 days or more, not because of financial constraints but because corporate accounts payable (AP) departments reject them for non-compliance with specified billing requirements. This oversight can inflate your Days Sales Outstanding (DSO), strain client relationships, and disrupt cash flow. For finance teams managing high volumes of invoices, these delays can compound quickly, affecting overall financial health and operational efficiency.

How Most Providers Handle It Today

Many accounts receivable solutions focus narrowly on automating invoice reminders and payment follow-ups, often overlooking the critical initial phase where billing requirements are verified. Most providers in this space rely on post-rejection interventions, which means finance teams often discover missing PO numbers only after a payment is overdue. This reactive approach fails to prevent intake errors early, leading to unnecessary delays and increased workloads for finance teams who must manually resolve these issues.

ARPilot's Approach: Solving the Problem Differently

ARPilot tackles this issue head-on by storing customer-specific billing requirements, such as PO number rules, directly within its platform. When an invoice is generated, ARPilot triggers an early AP check-in during the first week, identifying and addressing intake errors before they snowball into major disruptions. This proactive approach ensures that invoices meet client-specific requirements from the outset, significantly reducing the likelihood of rejections and ensuring smoother cash flow.

Key Benefits and Measurable Outcomes

By implementing ARPilot, finance teams can expect a marked improvement in the efficiency of their invoicing processes. Key benefits include:

• Early Error Detection: Catch intake errors, such as missing PO numbers, within the first week, preventing them from escalating into prolonged payment delays.
• Tailored Billing Compliance: Store and automatically apply customer-specific billing requirements for each account, ensuring compliance with client AP rules from day one.
• Reduced DSO: By addressing potential rejections early, ARPilot helps lower your DSO, improving cash flow and financial predictability.
• Improved Client Relationships: Minimize friction caused by repeated invoice rejections, fostering stronger, more reliable business partnerships.

FAQ

How does ARPilot store customer-specific billing requirements? ARPilot allows finance teams to input and save billing rules per customer account, such as the need for a PO number. This information is used to verify invoices before sending them to clients, ensuring compliance with their specific AP requirements.

What happens if an invoice is still rejected after using ARPilot? If an invoice is rejected, ARPilot pauses follow-up actions and flags the issue for review, enabling finance teams to address it promptly. The system provides insights into why the rejection occurred, allowing for swift corrective actions.

Can ARPilot integrate with my current accounting system? Yes, ARPilot integrates seamlessly with QuickBooks Online and other accounting systems via REST API, CSV import, or a custom adapter under an Enterprise agreement, ensuring a smooth flow of data across platforms.

How quickly can I expect to see results after implementing ARPilot? Many users report noticeable improvements in invoice processing and cash flow within days of connecting ARPilot to their accounting system, thanks to its proactive approach in addressing common invoicing errors.

Is there a trial period available for ARPilot? Yes, ARPilot offers a free tier for up to 10 invoices per month, allowing businesses to evaluate the platform's capabilities before committing to a paid plan.