· Reviewed by Nimra Khalid
What are accounts receivable calling services?
Accounts receivable calling services are outbound business-to-business calls that follow up open invoices with the customer's accounts payable team. A dedicated agent confirms the invoice is approved, finds out where it sits in the customer's payment run, logs any dispute, and escalates by an agreed path. The aim is a shorter days-sales-outstanding figure without damaging the customer relationship.
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AR follow-up calls: what we do and how it runs
Accounts receivable calling services are outbound business-to-business calls that follow up open invoices with the customer's accounts payable team. A dedicated agent confirms the invoice is approved, finds out where it sits in the customer's payment run, logs any dispute, and escalates by an agreed path. The aim is a shorter days-sales-outstanding figure without damaging the customer relationship.
01 / 06 -
What it is
Accounts receivable calling services are outbound business-to-business calls that follow up open invoices with the customer's accounts payable team. A dedicated agent confirms the invoice is approved, finds out where it sits in the customer's payment run, logs any dispute, and escalates by an agreed path. The aim is a shorter days-sales-outstanding figure without damaging the customer relationship.
02 / 06 -
What you get
A defined call cadence for every aging bucket, worked weekly
03 / 06 -
How it runs
Disputes logged with reason codes and routed to an owner
04 / 06 -
Discovery call
We review your aging report, customer concentration, terms and the portals your customers use. We agree the cadence for each bucket and the triggers for escalation.
05 / 06 -
A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
Who it is for
Owner-operators selling on terms
Your customers are other businesses with AP departments, and your invoices wait in their queue. Someone needs to call and ask, politely, every week.
Controllers and finance managers
Your team knows which invoices are late but has no time to phone twenty AP clerks. A dedicated caller works the list and hands back only the decisions.
Staffing, construction and manufacturing firms
Large invoices, retainage, PO mismatches and lien deadlines make follow-up a specialist job. The agent learns your paperwork and your customers' portals.
What's included
- Weekly call cadence by aging bucket, agreed with you
- Calls to customer AP contacts confirming invoice receipt and approval
- Vendor portal checks (Ariba, Coupa, Tipalti) for invoice status
- Dispute logging with reason code, evidence and named owner
- Short-pay and deduction queries raised with the customer
- Remittance details captured so cash application posts cleanly
- Escalation to your account manager or owner at agreed triggers
- Statement of account sent to customers with multiple open items
- Notes posted to the customer record in your software
- Promise-to-pay dates tracked and followed up in DunningDesk
- Weekly aging commentary: what moved, what is stuck and why
- Backup agent so the cadence continues through leave
Deliverables and KPIs
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Cadence calls completed | Accounts contacted per bucket versus cadence plan | Weekly |
| Aging commentary | Every invoice over 30 days with a status and next action | Weekly |
| Dispute register | Open disputes with reason code, dollar value and days open | Weekly |
| Escalation list | Accounts that hit an escalation trigger, with recommended action | Weekly |
| DSO and aging trend | Days sales outstanding and percent over 60 days, reported monthly | Monthly |
| Remittance capture | Payment details recorded so receipts match invoices on arrival | Per call |
KPIs are what we measure and report, agreed per engagement. Service-level commitments are set in your agreement.
How it works
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Discovery call
We review your aging report, customer concentration, terms and the portals your customers use. We agree the cadence for each bucket and the triggers for escalation.
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Contact list and scripts
We build an AP contact list per customer, write the scripts for each bucket in your voice, and agree what the agent can offer, such as a short extension, without asking you.
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Dedicated agent takes the list
A named agent starts the cadence, logs every call in DunningDesk, and posts notes to your software. Disputes go to the register the same day with a named owner.
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Weekly aging review
A 15-minute call each week walks through the aging commentary, disputes needing your decision and escalations. Monthly we report DSO and aging trend against the prior three months.
Software we work in
How much does ar follow-up calls cost?
AR follow-up calling is priced per dedicated agent, full-time or part-time in your hours, which suits most B2B books with more than fifty open accounts. Smaller ledgers use the shared BillingLine desk per call or per minute, and clients who want cash applied by the same team choose an agent plus accountant pair. Pricing depends on volume and scope, so we send a custom quote within 1 business day.
What moves the quote
- Number of open customer accounts and invoices per month
- Cadence depth and the number of aging buckets worked
- Customer portals and paperwork such as POs, lien waivers or retainage
- Whether the same pod applies cash and reconciles receivables
Get a custom quote No setup fee. Month-to-month.
AR follow-up calls for your industry
Security and compliance
- Agents hold read access to receivables; credits and write-offs require your approval
- No card data is taken or stored; customers pay through your portal, ACH or check
- Recording notices per jurisdiction; call-time windows and opt-outs enforced
Full control list on the security page and country rules on the compliance page. Certifications are listed only when held.
Frequently asked questions
How much do accounts receivable calling services cost?
AR follow-up calls are priced per dedicated agent (full- or part-time in your hours), per call or minute on the shared BillingLine desk, or as an agent plus accountant pair. Open account count, cadence depth and portal work move the quote. Pricing depends on volume and scope, so we send a custom quote within 1 business day.
Is this third-party collection?
No. We are not a debt collection agency and never act as a third-party collector. Every call is a first-party conversation between your company and your customer's AP team, made in your name and under your brand. Accounts you decide to place with a licensed collector or attorney leave our cadence at that point.
What does the cadence look like?
A typical B2B cadence is a courtesy call a few days before due, a call at 7 days past due, then calls at 21, 45 and 60 days with an email or statement between each. The buckets, timing and escalation triggers are set with you during setup and reviewed monthly against results.
How do you deal with disputes and short payments?
The agent logs the dispute with a reason code such as pricing, quantity, quality or missing PO, attaches what the customer sent, and pauses reminders on that invoice. Your named owner decides on a credit, re-bill or hold, and the agent closes the loop with the customer.
Which calling rules apply to B2B follow-up?
Business-to-business calls carry fewer restrictions than consumer calls, but our scripts are still TCPA- and FDCPA-aware in the US and follow PECR and Ofcom rules in the UK, ACMA in Australia and CRTC in Canada. Call-time windows, opt-outs and recording consent are honored for every jurisdiction we call into. If your customers include clinics or care providers, HIPAA-trained agents under a BAA handle those accounts.
Can the agent work our customers' vendor portals?
Yes. Many large customers only show invoice status inside Ariba, Coupa, Tipalti or their own portal. The agent checks portal status before calling, uploads missing documents where you allow it, and records the portal reference in the notes so the call is about the fact, not the guess.
Will you report DSO?
Yes. The monthly report shows days sales outstanding, percent of receivables over 60 days and the aging trend for the prior three months. We report the numbers rather than promise a target, because your terms, customer mix and seasonality decide what is achievable.
Can the same team apply the cash when it arrives?
Yes. With the agent plus accountant pair, remittance details captured on calls are used to match receipts the day they land. If you already have a cash application service with us, the caller and the poster share the same DunningDesk log.
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