A Simple Accounts Receivable Workflow for Small Teams

When you are a small team, you don't need a dedicated AR (Accounts Receivable) department. But you do need a system. Without a workflow, invoices slip through the cracks, and you end up realizing in November that you were never paid for that project in July.

Here is a foolproof 4-step workflow for teams of 1-5 people.

Step 1: The "Trigger" (Immediate)

Never batch your invoicing at the end of the month. It delays cash flow.
The Rule: The moment the milestone is hit or the contract is signed, the invoice is generated and sent. If you finish the work on Tuesday, invoice on Tuesday.

Step 2: The Verification (Day 3)

Check your invoicing software. Has the client opened the email?

• If Yes: Do nothing.

• If No: Send a quick distinct email (not a reply to the invoice) with the subject line: "Invoice reception check."

Step 3: The Pre-Deadline (Day 25 of 30)

Most accounting software allows you to automate a "Upcoming Due Date" reminder. Ensure this is turned on. It serves as a gentle prompt for their accounts payable team to queue the payment for this week's run.

Step 4: The Weekly Review (Fridays)

Every Friday morning, pull up your "Aged Receivables" report.

• Identify everyone who is late.

• Assign an owner. Who owns the relationship? The CEO? The Sales Rep?

• That person must contact the client before the weekend. Do not let unpaid invoices drift into the next week without an action item.