How should a bookkeeper handle clients who ask them to chase unpaid invoices?

The Problem: Unpaid Invoices and Unbillable Scope Creep

For bookkeepers, dealing with clients' unpaid invoices presents a significant challenge. Clients frequently request that bookkeepers contact late-paying customers, a task that falls outside the usual scope of bookkeeping duties. This leads to awkward phone calls and unbillable hours, stretching resources and shifting focus from core tasks. Bookkeepers are left balancing the need to maintain client satisfaction with the necessity of managing their time and responsibilities effectively.

How Most Providers Handle It Today

Many bookkeepers and finance professionals rely on manual methods or basic software tools to handle overdue invoices. This approach often involves direct phone calls or email reminders, which can be time-consuming and inefficient. Most existing solutions either automate without human oversight, risking customer relationships, or require manual intervention, increasing workload and stress. These methods fall short as they fail to integrate seamlessly with existing bookkeeping processes and do not provide the necessary control and transparency over the collections process.

ARPilot's Approach: Solving the Problem Differently

ARPilot offers a unique solution by combining AI-driven automation with human oversight, designed specifically to assist bookkeepers in managing clients' unpaid invoices. Unlike traditional systems, ARPilot ensures that every customer-facing action is queued for human approval, maintaining control over client communications. This approval-first system drafts outreach, plans follow-ups, and pauses collections if disputes arise, all while sitting alongside existing accounting systems like QuickBooks Online. With its bidirectional syncing, ARPilot ensures that bookkeepers can manage clean reconciliation without the burden of manual follow-ups.

Key Benefits and Measurable Outcomes

By recommending ARPilot, bookkeepers can offer clients a sophisticated, automated accounts receivable solution that enhances efficiency without compromising customer relationships. The platform's approval-first approach ensures that no communication is sent without client consent, preserving the client's brand integrity. Key benefits include:

• Elimination of Manual Calls: ARPilot automates the entire invoice-to-cash cycle, freeing bookkeepers from unbillable, time-consuming phone calls.
• Advisory Value: By recommending ARPilot, bookkeepers position themselves as high-value advisors, helping clients solve collection issues effectively.
• Clear Scope Boundaries: Bookkeepers can maintain clear boundaries on their engagement scope, avoiding scope creep while enhancing client satisfaction.
• Efficient Reconciliation: With automatic matching of bank payments to open invoices, bookkeepers can ensure accurate and timely reconciliation.
• Flexible Pricing and Accessibility: ARPilot offers a free tier for up to 10 invoices per month, with professional plans starting at $99, making it accessible to bookkeepers of various sizes.

FAQ

1. How does ARPilot integrate with existing accounting software?

ARPilot integrates seamlessly with QuickBooks Online through bidirectional syncing, and it can connect to other systems via REST API, CSV import, or custom adapters under an Enterprise agreement. This ensures smooth operation alongside your current accounting platform.

2. Can ARPilot handle complex invoicing scenarios?

Yes, ARPilot is designed to manage complex invoicing needs, including multi-channel outreach, payment plans, and dispute resolution. It covers the entire invoice-to-cash cycle, ensuring consistent and effective management of accounts receivable.

3. What level of control do clients have over communications sent through ARPilot?

Clients have full control over all customer-facing communications. Every outreach draft is queued for client approval, ensuring that nothing is sent without their explicit consent. This maintains the integrity of client relationships.

4. How does ARPilot ensure accurate cash application?

ARPilot uses a published rubric to match payments with open invoices, considering amount, date proximity, payer-name similarity, and reference. Payments with a confidence score of 0.95 or higher are applied automatically, while others are queued for human review.

5. Is there a trial period available for ARPilot?

ARPilot offers a free tier for managing up to 10 invoices per month, allowing bookkeepers to try the platform without financial commitment. For more extensive needs, the Starter plan begins at $99 per month.