June 27, 2024

The Value of Hiring a Virtual Assistant to Chase Your Invoices

What is the value of hiring a Virtual Assistant to chase your invoices?

Are you flat out with work, not getting home until late and certainly not back in time to crack on with your admin? Do you rely on your clients to pay your invoices on time without having to chase? Realistically, when do you have the time to sit down and work out who has paid you and who hasn’t? Do you have a backlog on invoices that have still not been paid and you are chasing your tail? Is the backlog getting bigger and bigger and you don’t know where to start? If all of these questions you are asking yourself are turning into your pain points, we are here to help you.

Hiring a Virtual Assistant to manage this part of your business for you can be of great value. We can get in touch with clients to chase payments and manage your invoicing process better by effectively making a few tweaks to get your invoices paid on time. Let’s be honest, no one likes chasing for money, however getting invoices paid is obviously a critical element to your business, and effectively paying your bills!

How can I make invoicing more bareable?

A tool which I love to use for this is Dext. It is a very powerful tool to enable a stress free invoicing process. It’s a fast and automated system whereby you can just scan receipts and it uploads straight onto the system giving you the time you need to spend on driving your business.

Here are a few ideas of what a payment process might look like:

1- Set expectations

Set payment term expectations early. Adding this onto your invoice is key to people knowing what your terms are.

2- Double check

Day of sending the invoice. Make sure you have addressed the letter correctly and call/email ahead to make sure these details are correct. GREAT TIP find an invoicing system to use that will send you a notification when the client opens the invoice. I currently use Billdu for one of my clients. That way you can see the notification, and when they say they haven’t received it, you know otherwise!

3- Stay tuned in

The day the payment is due. Check your bank to see if it’s been paid. If not, send a gentle, polite reminder of the payment date and the terms.

4- Check up again

2 days after payment is overdue. Check to see why there is an issue with the payment being made, and ask if there is anything you can do to help speed up the process.

There is a longer process which goes into more legal matters if payment is still not made months down the line. Let’s hope you don’t have to go any further than the points above!

Use our knowledge and experience

At Every Cloud we have vast experience using this very helpful tool, along with using our organisation skills to manage all aspects of your bookkeeping (expenses, receipt capture, filing of receipts) to maximise your business. If you use Xero, Quickbooks, Sage, Free Agent (to name a few) you can also connect these to your Dext account. Our team can help to get your invoices paid on time and more efficiently without them going overdue. We will make sure nothing slips through the net, leaving a slicker and seamless process.

Are you in need of a virtual business assistant to help elevate your business? Look no further than Every Cloud Virtual Business Services. We have got your admin covered, as well as a range of other services, which you can explore here. Get in touch to make your business bookkeeping a smoother experience!

Are you a business owner? Looking for virtual EA support in Surrey or beyond?

Why not book a free no-obligation call with the team to find out how you could integrate our executive administration expertise into your business.