What is accounts receivable outsourcing?
Accounts receivable outsourcing means a remote team manages the money your customers owe you: tracking invoices from issue to payment, sending statements and reminders, logging disputes, and reporting aging and days sales outstanding. The provider works inside your accounting software under your brand. You keep the customer relationship and decide on credits, holds and escalations.
What we handle for manufacturers and wholesalers
- Aging by customer, invoice and PO, reviewed weekly with the owner
- Reminder emails before due date and calls after it, under your brand
- Credit limits and hold rules applied before new orders ship
- Deductions and chargebacks logged by reason and disputed where valid
- Proof of delivery and PO attached to every escalated dispute
The KPI that matters here
Days sales outstanding held within 10 days of agreed terms on average.
Manufacturing compliance notes
Sales-tax exemption certificates
Resale certificates, manufacturing machinery and equipment exemptions and direct-pay permits each exempt a sale only when a valid certificate is on file at the time of sale or obtained within the state's grace period. We collect certificates at customer setup, store them against the customer record, track expiry dates and produce an exempt-sales report with certificate references for every period. Your preparer or Avalara files the return; we prepare the workings.
Cost of goods sold and inventory valuation
Inventory must be valued on a consistent method, whether FIFO, weighted average or standard cost with variances, and cost of goods sold must include the costs your CPA determines are inventoriable under IRS §471 and, above the gross-receipts threshold, §263A. We apply the method your CPA sets, reconcile the inventory system to the ledger monthly and document every adjustment, so year-end is a review rather than a rebuild.
Landed cost and import duty
Customs duty, tariffs, freight, insurance and brokerage on inbound goods are part of inventory cost and reach expense only when the goods are sold. We allocate these costs to receipts in Cin7, NetSuite or your ERP and post the same allocation in the ledger, so margin by product reflects what the goods actually cost to put on the shelf.
Multi-state nexus for wholesalers
A wholesaler with customers across states may have economic nexus in states where it makes no taxable sales, and still owe registration and returns to report exempt sales. We track sales by ship-to state and flag thresholds so you and your advisor can register where required. We do not give tax advice; we supply the numbers.
Manufacturing software we work in
- QuickBooks Online
- Sage Intacct
- Sage 50
- NetSuite
- Xero
- Bill.com
- Avalara
- Cin7
- Katana
- Fishbowl
- All 50 platforms
More for manufacturers and wholesalers
Other services for manufacturing
Accounts receivable in other industries
Frequently asked questions
How do you follow up with large retail or distributor customers?
Through their accounts-payable process, not around it. We learn each customer's payment portal, remittance cycle and dispute procedure, submit invoices the way they require, and follow up with the AP contact by email and phone under your brand. Deductions are challenged through the customer's own claims process with the PO and proof of delivery attached.
Can you place customers on credit hold?
You set the rules; we apply them. Each customer carries a credit limit and terms, and when an account passes either we flag it, and if you have authorized it, mark the customer on hold in Cin7, NetSuite or QuickBooks Online so new orders are queried before shipping. Releasing a hold is always the owner's or sales manager's decision.
Do early-payment discounts help collections?
Often, yes, but at a cost you should see: a 1% discount for paying in 10 days instead of 30 is roughly 18% annualized, and 2/10 net 30 is closer to 36%. We show the discounts customers actually take, whether they took them within the window, and the cost against your borrowing rate, so you can decide which customers should have them.
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