Adfin | 7 ways to streamline accounts receivable for accountants and bookkeepers

It’s a common irony: getting paid on time can be a nightmare for many accounting firms. The accounts receivable process, which should be straightforward, often becomes a complex web of inefficiencies.

From chasing late payments to juggling multiple systems, outdated or manual processes create unnecessary inefficiencies accounts receivable management that eat into valuable time with things like:

Chasing late payments and following up with clients.
Checking bank statements to confirm if invoices have been paid, then manually marking them as paid.
Handling failed direct debit transactions and resending requests.
Reconciling payment reports from different providers to ensure everything matches.
Ensuring systems don’t send reminders to clients who’ve already paid.

Many firms have resigned themselves to these frustrations as just part of the job—but they don’t have to be.

If your accounts receivable (AR) processes are causing headaches, it’s time for a change. Implementing the right accounts receivable software can transform your AR management and streamline your entire invoice-to-cash process.

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7 ways Adfin transforms the AR process

Adfin’s platform is designed as a comprehensive accounts receivable solution for accountants and bookkeepers, consolidating everything into one intuitive solution. This accounts receivable automation software simplifies AR processes, saving time and reducing costs.

Here’s how Adfin helps firms simplify AR, save time, reduce costs, and improve cash flow management:

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1. Send invoices the way your clients prefer

Sending invoices shouldn't feel like a hassle. With Adfin's accounts receivable software, you can distribute invoices in the most convenient, user-friendly formats, whether that’s via email, SMS, or even WhatsApp.

Yes, you read that right! Send your accounts receivable invoices straight to your clients' mobile phones with a quick WhatsApp message, making it easier than ever for them to view and pay.

This seamless invoice generation and distribution experience ensures your clients receive visually appealing invoices in the way they love, leading to quicker responses and easier payments. Simple, seamless, and stress-free!

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2. Offer clients flexible, frictionless payment options

There’s a simple rule in accounts receivable management: the easier it is to pay, the faster you’ll get paid. Adfin provides your clients with multiple payment options:

Direct debit
Open banking
Apple Pay and Google Pay
Credit and debit cards

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When your clients can choose their payment methods, you're more likely to receive payments on time, every time.

Now, you don't need to juggle multiple payment providers to offer different payment methods. With Adfin's accounts receivable management software, all payment methods are priced the same, making it easy for you to manage. Plus, tracking is a breeze with one simple report for all payments received from the various methods.

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3. Automatic direct debit retry, no extra fees

Failed direct debit payments are frustrating—and many providers add to the pain by charging you extra with retry fees. Meanwhile, Adfin's AR automation retries failed DD payments automatically at no additional cost. If those retries fail, Adfin can request alternate payment, such as credit card.

Avoid unexpected charges with Adfin’s straightforward pricing, helping you budget and track expenses more effectively. This feature of our accounts receivable software significantly improves your cash flow optimization efforts.

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4. Reconciling payments has never been easier

Reconciling payments across multiple platforms can lead to delays, errors, and embarrassing duplicate follow-ups. Adfin solves this by marking invoices as paid as soon as payment is confirmed, even before the funds settle in your account (so you’re not chasing clients who have already paid).

Once the funds are deposited, Adfin's automated accounts receivable system automatically reconciles the transaction, ensuring your records are always up to date.

No more:

Wasting time chasing invoices that have already been paid.
Manually reconciling transactions across multiple platforms.
Errors caused by delayed or inconsistent payment reporting.

Ensure your records are always accurate and never hear that awkward “... but I already paid you” in response to a payment request ever again. This automated reconciliation feature is a key component of effective accounts receivable automation.

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5. Never forget to chase a payment with automated workflows

Chasing payments manually takes time and can lead to inconsistent follow-ups. Adfin’s automated accounts receivable workflows handle this for you, streamlining your dunning process.

Instead, set up pre-configured workflows that automate reminders for overdue invoices and choose which platform to chase with and when!

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How it works:

Configure reminders via email, SMS, or WhatsApp.
Set a schedule for due date notifications, overdue reminders, and final follow-ups.
Personalise messaging to ensure professional, client-friendly communication.

Once a workflow is in place, it runs automatically.

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This means no more manually tracking overdue invoices or wasting hours composing follow-up messages. The automated collections feature of our accounts receivable software significantly reduces the time spent on AR management.

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Use case – workflows in action!

Let’s say you’ve just uploaded a batch of invoices to Adfin. Here’s what your workflow could look like:

Five days before the due date: Clients receive a WhatsApp message with their invoice details and a link to pay.
On the due date: An email reminder is sent with a personalised message and payment options.
Three days overdue: An SMS reminder is triggered, notifying clients of the overdue status.
Seven days overdue: A final follow-up email is sent, offering assistance or alternative payment methods.

With Adfin’s workflows, you have a streamlined, automated system that ensures no invoice is forgotten, no client is over-reminded, and no time is wasted. This level of accounts receivable automation can significantly improve your AR metrics and reduce DSO (Days Sales Outstanding).

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6. Reliable integration with accounting softwares

Adfin’s 2-way integration with Xero and QuickBooks makes payment collection seamless. Your invoices are automatically pulled into Adfin, sent with your professional branding, and, once paid, invoices are marked as paid in both Adfin and Quickbooks.

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How to pay from Xero

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Let’s say you’re a bookkeeping firm invoicing at the end of the month and using Adfin to send invoices from Xero. The process looks like this:

Create the invoice in Xero. Once approved, the invoice is automatically sent through Adfin with the firm’s branding and a payment link.
Client receives and pays promptly. The client uses Apple Pay to settle the invoice in seconds, directly from their smartphone.
Invoice marked as paid. Adfin updates both Xero and its own console in real time, marking the payment as complete.

With Adfin, you can simplify your invoicing and payment process with a seamless integration that helps you get paid faster while reducing the admin workload. This streamlined invoicing process is a key benefit of using advanced accounts receivable software.

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7. See everything in one place

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Adfin’s console brings all your accounts receivable information together, offering real-time analytics and updates.

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With Adfin’s console, you can:

Instantly see which invoices are sent, viewed, or paid without hunting through multiple tools or reports
Stay informed about the progress of automated workflows, including email, WhatsApp, or SMS reminders, and ensure no client slips through the cracks.
Access detailed logs of payment events, from when an invoice was sent to when a payment was received and reconciled.
Spot overdue payments or delayed processes quickly and act proactively to keep cash flow steady.

Unlike static aged debtor reports or clunky spreadsheets, Adfin’s console updates in real-time with new transactions, providing the most accurate view of your firm’s AR process. This real-time visibility is crucial for effective accounts receivable management and financial reporting.

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A success story: Neil’s Data Consultancy

“It’s a really collaborative affair, and [Adfin]’s got that startup vibe where it’s quite new and exciting — and that’s the kind of environment I like to run my business.” – Neil Criddle, founder/CEO of Neil’s Data Consultancy

Neil Criddle was our first direct debit client, who signed on a few months after Adfin first launched. We helped him effectively scale his firm through acquisitions and optimise his billing and collections processes using our accounts receivable management tools.

Now, he’s Weston-super-Mare’s number one accountant (according to Google) and he runs a thriving, 12-person team with 600 clients. Read the full case study here.

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Keep the cash flowing with Adfin’s AR solution

Adfin eliminates the inefficiencies and frustrations of accounts receivable, helping you save time, reduce costs, and improve cash flow. Our accounts receivable software provides comprehensive solutions for AR automation, secure transactions, and customizable workflows to meet your specific needs.

Book a demo today and see how Adfin can transform your firm’s AR management with our cutting-edge accounts receivable automation software.

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