How to automate invoice creation and payment follow-ups for small businesses

🏆Best Practices for Accounts Receivable – and a Question for You! One of the most overlooked areas in business operations is Accounts Receivable (AR) – but getting it right can unlock huge improvements in cash flow and financial health. Here are a few best practices I’ve found essential: ✅ Clear Invoicing: Send invoices promptly and ensure they’re easy to understand, with payment terms clearly outlined. ✅ Follow-Up Systems: Use automation and reminders to stay consistent with follow-ups – persistence pays off. ✅ Customer Relationships: Don’t underestimate the power of respectful, open communication when resolving payment delays. ✅ Data Tracking: Monitor DSO (Days Sales Outstanding) and other KPIs regularly to spot trends and act early. ✅ Team Collaboration: AR works best when finance, sales, and customer service are aligned. But AR isn’t just about numbers – it’s about people, too. That brings me to a question for my network: 💡How do you manage your team and foster a healthier, more resilient work culture—especially in high-pressure areas like AR? I'd love to hear your thoughts on leadership, motivation, and culture-building—whether it's in finance or any other department. Drop your ideas or experiences below 👇 Let’s learn from each other. #AccountsReceivable #FinanceExcellence #WorkCulture #Leadership #TeamManagement #CashFlow #ProfessionalDevelopment

There’s a growing conversation in the business world about processes being automated, with many suggestions on how they can be introduced into the workplace. One area that has not been overlooked, and in fact has seen significant benefits, is finance. By integrating automation into your day-to-day financial processes, you can reduce the administrative burden on both yourself and your accountants. I would say the most well-known automation in accounting surrounds invoicing, where software can pre-populate details like the date, amount, description and even categorise transactions based on prior knowledge. It may seem like a small change but the impact is far from minor; manual entry is not only time-consuming, it also increases the chance of errors that can lead to inaccurate reporting. Other areas I've seen automation being introduced include the reconciliation of bank and credit cards, management of team expense cards and even setting up bulk supplier payment runs so deadlines are never missed. Change can sometimes feel scary, but embracing automation not only saves time, it also reduces user error, builds confidence in the numbers, and ultimately improves the quality of your work. I’d be really interested to know what piece of software has made a big difference to your practice, or an area you wish could be improved with automation? #Folio #Accounting #Software

Your #AR team spends 80% of their week on manual data entry. That’s not accounts receivable – it’s expensive data processing. One distributor's new #AR Director realized her skilled professionals were basically expensive typists. Meanwhile, collections suffered and cash flow lagged. What if your team could automate busy work and focus on money work? This company gained the equivalent of 9 employees: 42% better cash application performance and 22% more volume with the same headcount. See how Billtrust helped them flip the script: https://bit.ly/3I5L0zO #AccountsReceivable #Automation #CashFlow

Still chasing invoices? You’re wasting hours every week. Here’s how to fix it fast: Most businesses eat up time on problems software should solve. I visited 30 local businesses. I asked one question: “What’s your #1 time-waster?” Most gave the same 3 answers: 1. Chasing unpaid invoices 2. Scheduling appointments 3. Typing data into multiple systems Let’s talk invoices. Most small business owners say the same thing: - Clients forget. - You follow up manually. - It drains time and energy. An assistant could do it for you. No—not a person on payroll. A simple AI agent that: - Monitors overdue invoices - Sends friendly reminders - Adjusts tone based on past interactions You stay focused on active clients. The assistant gets you paid on time. Appointment chaos? Same story. Owners told me it takes 3–4 emails just to book one meeting. Even with tools like Calendly, most people don’t click the link. AI assistants can handle this too. They talk to clients. Suggest times. Confirm bookings after the first message. No back and forth. No calendar tag. Retyping info? Another time sink. One business had staff entering data across 6 different tools. Fix: one system entry. AI syncs it across platforms instantly. Here’s the point: If you answer customer emails or enter data more than once, you’re burning profit. Start small. Set up one AI assistant to chase invoices this week. Reinvest those hours into customer service or growth. Time saved = money earned.

𝙼𝚢 𝚅𝙰 𝚌𝚊𝚞𝚐𝚑𝚝 𝚊 $𝟺𝟸,𝟶𝟶𝟶 𝚋𝚒𝚕𝚕𝚒𝚗𝚐 𝚎𝚛𝚛𝚘𝚛 𝚗𝚘 𝚜𝚘𝚏𝚝𝚠𝚊𝚛𝚎 𝚌𝚘𝚞𝚕𝚍 𝚑𝚊𝚟𝚎 𝚏𝚘𝚞𝚗𝚍. 𝑳𝒂𝒔𝒕 𝒒𝒖𝒂𝒓𝒕𝒆𝒓, 𝒐𝒖𝒓 𝒓𝒆𝒗𝒆𝒏𝒖𝒆 𝒏𝒖𝒎𝒃𝒆𝒓𝒔 𝒅𝒊𝒅𝒏'𝒕 𝒂𝒅𝒅 𝒖𝒑. Despite record sales, cash flow was mysteriously tight. I spent days reviewing reports, checking spreadsheets, and analyzing payment systems. Nothing. Then my VA—who had been quietly organizing our client contracts—noticed something odd: "𝙏𝙝𝙞𝙨 𝙚𝙣𝙩𝙚𝙧𝙥𝙧𝙞𝙨𝙚 𝙘𝙡𝙞𝙚𝙣𝙩'𝙨 𝙢𝙤𝙣𝙩𝙝𝙡𝙮 𝙞𝙣𝙫𝙤𝙞𝙘𝙚 𝙙𝙤𝙚𝙨𝙣'𝙩 𝙢𝙖𝙩𝙘𝙝 𝙩𝙝𝙚𝙞𝙧 𝙘𝙤𝙣𝙩𝙧𝙖𝙘𝙩 𝙩𝙚𝙧𝙢𝙨." She was right. We'd been undercharging them by $3,500 monthly for the past year. That's $42,000 in missed revenue. No accounting software flagged it. No automated system caught it. No AI tool detected it. It took human attention—specifically, someone whose job wasn't to look for billing errors but who had the context to spot inconsistencies. This is the hidden value of a VA that spreadsheets can't capture: They don't just execute tasks. They connect dots across your business that you're too busy to see. 𝙎𝙞𝙣𝙘𝙚 𝙩𝙝𝙚𝙣, 𝙢𝙮 𝙑𝘼 𝙝𝙖𝙨: • Identified a pricing opportunity that increased margins by 12% • Spotted a pattern in customer complaints that led to a product improvement • Recognized an inefficiency in our onboarding that was causing client delays The ROI of a great VA isn't just in the time they save you. It's in the insights they uncover while doing the work you've delegated. 𝐒𝐨𝐦𝐞𝐭𝐢𝐦𝐞𝐬 𝐭𝐡𝐞 𝐦𝐨𝐬𝐭 𝐯𝐚𝐥𝐮𝐚𝐛𝐥𝐞 𝐛𝐮𝐬𝐢𝐧𝐞𝐬𝐬 𝐢𝐧𝐭𝐞𝐥𝐥𝐢𝐠𝐞𝐧𝐜𝐞 𝐝𝐨𝐞𝐬𝐧'𝐭 𝐜𝐨𝐦𝐞 𝐟𝐫𝐨𝐦 𝐞𝐱𝐩𝐞𝐧𝐬𝐢𝐯𝐞 𝐚𝐧𝐚𝐥𝐲𝐭𝐢𝐜𝐬 𝐩𝐥𝐚𝐭𝐟𝐨𝐫𝐦𝐬. It comes from someone who cares enough to pay attention to the details. Comment "QUIZ" below and I'll get you my quiz to see if your business is ready to hire a VA.

🚨 Cash is king—but Accounts Receivable is the throne it sits on. 🚨 Accounts Receivable isn’t just about collecting payments—it’s about strengthening relationships, protecting cash flow, and driving business growth. Too often, AR is seen only as a back-office function. In reality, it’s one of the biggest levers a company has to: ✔️ Improve working capital ✔️ Reduce risk exposure ✔️ Support customer experience through clear communication ✔️ Enable faster, smarter decision-making with data At Pipeline Supply & Service, we’ve been focused on transforming AR through automation, process discipline, and stronger collaboration with both our customers and internal teams. The results? More efficiency, better visibility, and a healthier balance sheet. 👉 My belief: AR should be seen as a strategic partner, not just a department that chases invoices. Curious to hear from others in finance and operations—how is your organization elevating AR to a more strategic role? #AccountsReceivable #FinanceLeadership #WorkingCapital #CashFlowManagement #Automation

📌 #Important Key Points for #Accounts #Receivable (AR) Over time, I’ve realized that AR is not just about invoices — it’s about process, people, and patience. Here are some essentials I follow: ✅ Billing is the starting point, but query resolution is the real test. ✅ Clear and timely communication prevents delays. ✅ Aging reports are a powerful tool to identify risks early. ✅ Proper documentation & reconciliation reduce disputes. ✅ Patience + professionalism = stronger client relationships. ✅ Trust with clients ensures smoother cash flow. 💡 For me, AR is more than collections — it’s about problem-solving and being the bridge between finance and business growth. 👉 What key points would you add from your AR experience? — Mohd Saddam #AccountsReceivable #Finance #ProblemSolving #BusinessGrowth Deel

A/R Tip #2 – KPI’s that Matter With 20+ years of experience in AR, here’s one truth I’ve seen repeatedly: If you’re not tracking the right numbers, you have no way of knowing how well your process is really working. Key performance indicators (KPI’s) are your roadmap. Without them, you’re flying blind. Best practice metrics to watch: ** Cash collections – are you bringing in what’s owed? ** Days Sales Outstanding – how long does it take to get paid? ** For 3rd party billing – what % of claims are denied, and why? One of the best ways to stay successful in A/R? Don’t just look at these numbers once in a while—monitor them throughout the month and watch the trends month over month. If things start moving in the wrong direction, address it immediately before it snowballs. Which KPI do you track most closely in your business? Need help setting up the right KPI dashboard and keeping your metrics on track? Let’s talk! #keyperformanceindicators #revenuecylemanagement #cashflow #accountingtips #accountsreceivable #sageandledgerllc #bookkeeping #bookkeepingbestpratices

Is your team still manually downloading invoices from emails and typing data into a spreadsheet? 😫 It’s slow, tedious, and a recipe for costly human errors. As your business grows, this process doesn't just slow you down—it holds you back. What if you could automate the entire thing? We designed and built this powerful workflow in n8n that completely streamlines invoice processing. It takes an invoice from an email attachment and lands it as a perfectly structured row in Google Sheets, with zero manual data entry. By leveraging the power of AI (specifically Google's Gemini model), this workflow doesn't just move files—it reads and understands them. This one automation helps your Accounts Payable (AP) team: ⚡️ Save hours every week by eliminating manual processing. 🎯 Eliminate costly data entry errors for more accurate financial records. 📈 Become future-ready, easily handling a growing volume of invoices without the pressure. 💡 Gain real-time visibility into incoming payables. Curious how it works? Here’s a step-by-step breakdown of the magic. How the Automated Invoice Processor Works: Step 1: Email Trigger The moment an email with an invoice arrives in your designated Gmail inbox, the workflow instantly springs into action. Step 2: PDF Extraction The system automatically identifies and extracts the PDF invoice attachment from the email. No more manual downloading and saving! Step 3: AI-Powered Data Extraction This is the core of the automation. The PDF is sent to an AI model (Google Gemini) which reads the document just like a human would. It intelligently identifies and extracts the crucial information Step 4: Structuring the Data The extracted information is cleaned, structured, and prepared for its final destination. Step 5: Append to Google Sheets The workflow seamlessly adds all the structured data as a new, perfectly organized row in your Google Sheet. The result? A real-time, error-free log of all your incoming invoices, ready for payment and analysis.