How it runs for franchise owners
Corporate customers on net-30 terms receive statements; house accounts are billed on the cycle you set.
What are outsourced invoicing services?
Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship.
What we handle for franchise owners
- Catering, corporate and house-account invoices raised by unit within 1 business day
- Location and sales-tax coding applied so royalty gross sales stay accurate
- Franchisor-mandated invoice templates and brand standards followed
- Monthly statements to corporate and school accounts under your brand
- Credits, re-bills and gift-card sales recorded separately from revenue
The KPI that matters here
Invoices issued within 1 business day of the order or service being completed.
Franchises compliance notes
Franchisor royalty reporting
Your agreement defines gross sales for royalty purposes, and the definition often excludes sales tax and refunds but includes gift-card redemptions and delivery orders. We keep the ledger's sales accounts aligned to that definition so the weekly upload and the monthly royalty statement reconcile without manual adjustments. Any dispute is documented with POS exports the franchisor can trace.
Marketing-fund and local advertising reporting
Brand marketing-fund contributions are a separate percentage from royalties and many agreements also require a minimum local advertising spend, often 1 to 2% of gross sales, with proof on request. We track both in their own accounts and keep invoices attached so the annual attestation is a report, not a search.
Audit rights and record retention
Franchise agreements commonly allow the franchisor to inspect books and POS data, and to charge the audit cost to you if under-reporting exceeds a stated threshold, frequently 2 to 3%. Every sales entry carries its source document in LedgerDesk so an inspection can be answered from the file.
Multi-state sales tax and payroll
Units in different states carry different sales-tax rates, filing frequencies and payroll registrations. We track liabilities by unit and state, prepare the workings, and your registered preparer files; we do not file on your behalf.
Franchises software we work in
More for franchise owners
Other services for franchises
Invoicing and billing in other industries
Frequently asked questions
Do you invoice from my franchisor's required system or from accounting software?
Either, depending on what your agreement mandates. If the brand requires invoicing from its platform, we raise invoices there and post summaries to the ledger; if not, we invoice from QuickBooks Online Advanced or Xero using your brand template. In both cases the invoice carries the unit code and tax treatment your royalty reporting depends on.
How do gift cards and deposits affect franchise billing?
Gift-card sales are a liability until redeemed, and most franchise agreements count the redemption, not the sale, as gross sales. Catering deposits are recorded as customer prepayments and applied when the final invoice is raised. We keep both in their own accounts so royalty reports, sales-tax workings and the P&L all treat them consistently.
Can you bill corporate accounts on terms while the store stays cash-and-card?
Yes, house accounts are set up as customers with agreed terms and credit limits, invoiced per order or on a monthly statement. Counter sales still flow from the POS as daily batches. The accounts receivable service for franchise owners then follows up on any corporate invoice that passes its due date.
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