· Reviewed by Nimra Khalid
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.
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Invoicing and billing: what we do and how it runs
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.
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What it is
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.
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What you get
Invoices raised from time, jobs or orders within one business day
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How it runs
Recurring, progress and milestone billing handled inside your software
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Discovery call
A 20-minute call to map what triggers an invoice in your business: time, jobs, orders, milestones or contracts. We note your rate cards, tax rules and who approves what.
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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
You run a trades, services or agency business and invoices go out late because you write them yourself at night. Late invoices mean late cash, and a missed invoice is money you never see.
Office managers
Your office manager bills from job sheets and time logs and is interrupted every ten minutes. A dedicated billing specialist takes over the data entry so they approve rather than type.
Contract and project businesses
Construction, consulting and engineering firms bill by milestone, retention and change order. A billing specialist keeps the schedule of values current and bills each stage on the day it is earned.
What's included
- Invoice creation from time sheets, job sheets, sales orders or contracts
- Recurring invoice schedules for retainers, maintenance plans and memberships
- Progress, milestone and retention billing for project work
- Credit notes, re-bills and corrections with a reason logged
- Sales tax, VAT or GST applied by customer and product rules
- Purchase-order numbers and customer references captured before sending
- E-invoicing through customer portals, Peppol networks or your payment link
- Invoice delivery by email with PDF and payment link attached
- Bounced-email and delivery-failure follow-up the same day
- Customer master data kept current: contacts, terms, billing addresses
- Daily invoice register showing what was billed and what is pending
- Monthly billed-versus-delivered check against your job or order system
Deliverables and KPIs
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Invoices issued | Invoice out within 1 business day of the billing trigger | Per invoice |
| Invoice accuracy | Error rate below 0.5% of invoices issued, measured by credit notes | Monthly |
| Recurring billing run | Every scheduled invoice issued on its due date | Monthly |
| Unbilled work report | Zero completed jobs unbilled for more than 5 business days | Weekly |
| Credit-note log | Every credit note carries a reason code and an approver | Monthly |
| Billing register | Register reconciled to sales revenue in the ledger | Monthly |
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
A 20-minute call to map what triggers an invoice in your business: time, jobs, orders, milestones or contracts. We note your rate cards, tax rules and who approves what.
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Access and template setup
You grant accountant or billing access to your software. We review invoice templates, payment terms, tax codes and customer records, and agree a cut-over date within 48 to 72 hours.
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Dedicated billing specialist assigned
A named specialist, a trained backup and a team lead take over invoice preparation. For the first two weeks you approve every invoice before it is sent, then approval moves to exceptions only.
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Daily billing and monthly check
Invoices go out daily under our Two-Tier Review. Each month we tie the billing register to the ledger and report unbilled work, credit notes and the error rate.
Software we work in
How much does invoicing and billing cost?
Invoicing is priced per invoice for straightforward, high-volume billing, or as a share of a dedicated billing specialist's time for project and contract billing. There is no setup fee and engagements run month-to-month. Pricing depends on volume and scope, so we send a custom quote within 1 business day.
What moves the quote
- Monthly invoice count and how many line items each carries
- How invoices are triggered: time sheets, job sheets, orders or contracts
- Progress, retention or milestone billing versus simple sales invoices
- Add-ons such as payment reminders, cash application or a billing help desk
Market benchmarks
| Market | Typical range | Source |
|---|---|---|
| US | Dedicated offshore billing and accounting staff $8 to $35 per hour all-inclusive; US-based equivalents $40 to $75 per hour | Madras, Acculink, Rose Talent (2026) |
| UK | Bookkeeping and billing support £20 to £55 per hour; per-transaction pricing £1 to £2 | UK provider pricing surveys (2026) |
| Australia | Bookkeeping and billing support A$40 to A$100 per hour; offshore data entry A$25 to A$60 | Australian bookkeeping fee surveys (2026) |
Third-party ranges for orientation, not our prices.
Get a custom quote No setup fee. Month-to-month.
Invoicing and billing for your industry
Case study
25-day close to 5-day close
Case studyFrom a 25-day close to a 5-day close for a marketing agency
A marketing agency on the US West Coast with retainer and project clients was closing its books around the 25th of the following month. By then the numbers were too old to act on. Client profitability was a guess, pass-through media costs were booked when the supplier invoice arrived rather than when the spend ran, and retainer revenue was recognized whenever the invoice went out. The agency engaged LedgerBPO for month-end close, financial reporting and invoicing and billing. A named accountant, a backup and a team lead worked inside the agency's QuickBooks Online, bill-approval tool and time-tracking system. The close moved from 25 days to 5 days, and the founders now review client margins in the first week of the month instead of the last.
- Days to close the month255
Security and compliance
- Billing access only; we never take payments and never store card details
- MFA on every login, least-privilege roles and an access log per client
- NDA per engagement, background-checked staff, no local downloads of customer data
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 outsourced invoicing services cost?
Pricing depends on volume and scope, and we send a custom quote within 1 business day. As a market reference, dedicated offshore billing and accounting staff typically cost $8 to $35 per hour all-inclusive, against $40 to $75 per hour for US-based staff (Madras, Acculink, Rose Talent, 2026). Simple high-volume billing is usually quoted per invoice, while project and contract billing is quoted as a share of a specialist's time.
Which software do you invoice from?
We invoice from the system you already use: QuickBooks Online, Xero, Zoho Books, FreshBooks, Invoiced, Bill.com, Square or Stripe. You keep the subscription and the data. If your invoices start in a job-management or practice tool, we bill from there and post the result to the ledger.
Can you bill from my job or time-tracking system?
Yes. Most of our billing runs start in a job sheet, time-tracking export, order list or signed contract rather than in the accounting file. The specialist pulls the approved data, applies your rate card and tax rules, and raises the invoice. Anything that does not match the source is held and queried rather than guessed.
How fast do invoices go out?
Within one business day of the billing trigger, whether that is a completed job, an approved time sheet, a shipped order or a milestone sign-off. Recurring invoices go out on their scheduled date. If you need same-day billing for cash-on-delivery work, we set a fixed daily cut-off time with you.
Do you handle progress, retention and milestone billing?
Yes. For construction and project work we keep the schedule of values or milestone table current, bill each stage as it is certified, track retention held and released, and record change orders before they are billed. Applications for payment follow your contract's format and dates.
What happens when a customer disputes an invoice?
The dispute is logged with a reason code, the invoice is flagged in the ledger, and the specialist gathers the job sheet, order or contract that supports it. You decide the outcome. If a credit note is needed we issue it with the reason and an approver recorded. Customers who want to talk it through can call our billing support desk under your brand.
Can you also chase the invoices you send?
Yes. Invoicing pairs naturally with our accounts receivable service, which adds aging reviews, statements and a reminder cadence, and with our payment reminders service for email, SMS and phone follow-up under your brand. Many clients start with invoicing and add follow-up once the billing run is stable.
Do you support e-invoicing and customer portals?
Yes. Where your customers require invoices through a procurement portal or an e-invoicing network such as Peppol, the specialist submits them there, captures the acceptance reference and records it against the invoice. Portal rejections are worked the same day so the payment clock starts on time.
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