· Reviewed by Nimra Khalid
What is order to cash outsourcing?
Order to cash outsourcing means a remote team runs the steps between a customer saying yes and the money landing in your bank: preparing quotes, entering sales orders, confirming fulfillment, raising invoices, chasing payment and applying cash to the ledger. You keep pricing, credit decisions and the customer relationship; the provider keeps the process moving and reports where it stalls.
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Order-to-cash: what we do and how it runs
Order to cash outsourcing means a remote team runs the steps between a customer saying yes and the money landing in your bank: preparing quotes, entering sales orders, confirming fulfillment, raising invoices, chasing payment and applying cash to the ledger. You keep pricing, credit decisions and the customer relationship; the provider keeps the process moving and reports where it stalls.
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What it is
Order to cash outsourcing means a remote team runs the steps between a customer saying yes and the money landing in your bank: preparing quotes, entering sales orders, confirming fulfillment, raising invoices, chasing payment and applying cash to the ledger. You keep pricing, credit decisions and the customer relationship; the provider keeps the process moving and reports where it stalls.
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What you get
Quotes, orders, invoices, follow-up and cash posting under one team
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How it runs
Order-to-invoice cycle time measured and reported every month
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Discovery call
A 20-minute call to walk the cycle as it runs today: where orders come from, who enters them, how fulfillment is confirmed, when invoices go out and who chases. We note where orders stall.
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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
Product and wholesale businesses
Orders arrive by email, phone, portal and web store, and each one is keyed by hand into a different system. You want one team owning entry, fulfillment invoicing and follow-up.
Service and installation companies
Quotes go out, jobs get done, and invoices lag by weeks because the office is busy. You want the quote turned into an order and the completed job turned into an invoice the same day.
Owners of growing companies
Sales, operations and bookkeeping each own a piece of the cycle and nobody owns the whole. You want a single order-to-cash report that shows cycle time, open orders and cash collected.
What's included
- Quotes prepared from your price list and sent for customer acceptance
- Quote follow-up by email and phone until accepted or closed
- Sales order entry from email, phone, portal and web-store orders
- Customer master data checked: contacts, terms, tax status, PO requirements
- Credit limit and terms check before an order is released
- Fulfillment confirmation gathered from shipping, dispatch or job completion
- Invoices raised on fulfillment within one business day
- Backorders, partial shipments and returns billed and credited correctly
- Payment reminders and follow-up under your brand through DunningDesk
- Cash applied to invoices and unapplied cash cleared weekly
- Order-to-invoice and invoice-to-cash cycle times reported monthly
- Open order, open invoice and dispute lists with owners
Deliverables and KPIs
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Orders entered | Every order entered and acknowledged within 1 business day of receipt | Per invoice |
| Invoices on fulfillment | Invoice raised within 1 business day of shipment or job completion | Per invoice |
| Order-to-invoice cycle time | Average days from order to invoice, reported with month-on-month movement | Monthly |
| Payment follow-up | Every overdue invoice actioned within 5 business days | Weekly |
| Cash applied | Unapplied cash below 1% of receipts at month-end | Weekly |
| Order-to-cash report | Open orders, unbilled fulfillment, aging and DSO in one monthly pack | 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 walk the cycle as it runs today: where orders come from, who enters them, how fulfillment is confirmed, when invoices go out and who chases. We note where orders stall.
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Access and process map
You grant access to your order, e-commerce and accounting systems. We document the cycle in a one-page process map with owners and hand-off points, and agree a cut-over date within 48 to 72 hours.
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Dedicated team assigned
A named order-to-cash specialist, a backup and a team lead take over entry, invoicing, follow-up and cash posting. The first two weeks run with your approval on quotes and invoices before they are sent.
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Daily cycle and monthly report
Orders, invoices and cash move daily; exceptions are listed with owners. Each month you receive the order-to-cash report under our Two-Tier Review, showing cycle times, aging and what to fix.
Software we work in
How much does order-to-cash cost?
Order-to-cash administration is priced per dedicated specialist, full-time or part-time in your hours, sized by order volume and how many systems the cycle touches. High-volume, low-touch order entry can be quoted per order. 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
- Orders and invoices per month and how many arrive by email or phone
- Number of systems in the cycle: quoting, ERP, web store, shipping, accounting
- Quote preparation and follow-up volume
- Whether payment follow-up and cash application are included
Market benchmarks
| Market | Typical range | Source |
|---|---|---|
| US | Dedicated offshore accounting and order-processing staff $8 to $35 per hour all-inclusive; US-based $40 to $75 per hour; in-house bookkeeper $6,000 or more per month loaded | Madras, Acculink, Rose Talent; RadCity, UseCalcPro (2026) |
| Global | Order-to-cash is the largest segment of the finance and accounting BPO market at 54.5% share | Grand View Research (2026) |
| UK | Bookkeeping and sales-ledger support £20 to £55 per hour; fixed fees £100 to £1,500 per month | UK provider pricing surveys (2026) |
Third-party ranges for orientation, not our prices.
Get a custom quote No setup fee. Month-to-month.
Order-to-cash 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
- We never take payments or store card details; customers pay through your portal or bank
- MFA on every login, least-privilege roles across every system and a per-client access log
- Credit releases and write-offs follow your written limits; you approve every exception
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 does order to cash outsourcing cost?
Pricing depends on volume and scope, and we send a custom quote within 1 business day. Most clients take a dedicated specialist, full-time or part-time. As a market reference, dedicated offshore accounting and order-processing staff cost $8 to $35 per hour all-inclusive, against $40 to $75 per hour for US-based staff and $6,000 or more per month for a loaded in-house hire (Madras, Acculink, Rose Talent; RadCity, 2026).
What does the order-to-cash cycle include?
Quote, order, fulfillment, invoice, payment and cash posting. We prepare and follow up quotes, enter and acknowledge orders, check credit and terms, confirm shipment or job completion, raise the invoice, run reminders under your brand and apply the cash. Each hand-off has an owner and a time target, and the monthly report shows where the cycle slows.
Which systems do you work in?
Zoho Books and Zoho Inventory, QuickBooks Online, Xero, Shopify, NetSuite, Invoiced, Bill.com and Stripe, plus your shipping or job-management tool. We work inside your accounts and post to your ledger. If orders arrive by email or phone, we key them into your system rather than a separate one.
How do you reduce order-to-invoice cycle time?
By removing the waits. Orders are entered the day they arrive, fulfillment confirmations are collected daily rather than at month-end, invoices are raised within one business day of shipment or completion, and missing information such as PO numbers is chased before the invoice is sent. The cycle time is measured monthly so you can see the effect.
Do you chase quotes as well as invoices?
Yes. Open quotes are followed up by email and phone in your name until they are accepted, declined or expire, and accepted quotes become orders the same day. Our quote follow up call service page describes the calling side. Sales decisions, discounts and pricing exceptions stay with your team.
Can you handle web-store and marketplace orders?
Yes. Shopify and marketplace orders flow into your order system and are invoiced or recognized on fulfillment, with payouts reconciled through our payment processor reconciliation service. Wholesale orders placed by email or portal are entered by hand and checked against the customer's terms and PO requirements.
How is this different from buying invoicing and AR separately?
One team owns the whole cycle, so an order that stalls at fulfillment or an invoice missing a PO is caught by the same person who will later chase the payment. You can start with invoicing and billing or accounts receivable on their own; order-to-cash adds quote and order entry at the front and reports the full cycle time.
Who approves credit, discounts and write-offs?
You do. We check orders against the credit limits and terms you set and hold any that breach them until you decide. Discounts follow your price list and approval rules, and write-offs are prepared with the history for your sign-off. We never release credit, move money or change prices without your instruction.
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