June 9, 2023

Buyers Guide for Accounts Receivable Software (with checklist)

Denym Bird
CEO of Paidnice

In the modern digital business landscape, Accounts Receivable (AR) Software has become a cornerstone tool for managing a company's financial health. Whether you're an accountant or a bookkeeper tasked with selecting the right AR solution for your clients, this guide is tailored to help you make an informed decision.

We will walk you through the essentials of AR software, discuss its benefits, and provide you with a practical checklist for software evaluation.

What is Accounts Receivable Software?

At its core, Accounts Receivable Software is designed to automate and manage the process of issuing invoices and tracking payments owed by customers. These intelligent systems streamline the management of credit extended by a company to its customers, track due dates, send reminders for payment, and offer detailed reporting options.

Implementing an effective AR software solution is paramount to maintaining efficient and robust business financial operations. It not only helps in enhancing productivity but also aids in reducing errors that could potentially occur in manual accounting. It ensures that businesses can keep an accurate record of their finances, enabling timely financial decisions.

Why should your clients use Accounts Receivable Software?

Accounts Receivable Software can revolutionize the way companies manage their invoices and payments. Let's look at some of the key advantages:

  • Streamlining Operations: AR software automates the invoicing process, making it easier to send out invoices promptly, track their status, and send follow-up reminders. This frees up valuable time for other crucial tasks.
  • Increased Efficiency: Automation reduces the risk of human error and improves the efficiency of your bookkeeping processes. It can ensure the accurate and timely recording of all transactions.
  • Improved Accuracy: By automating the invoicing and payment tracking process, AR software greatly reduces the chance of errors that could lead to revenue loss or miscalculations.
  • Time Savings: Manual tracking of invoices can be a time-consuming process. AR software automates many of these tasks, freeing up time for other strategic activities.

By understanding the benefits and functionality of AR software, you're well on your way to selecting the right solution for your clients. The next sections will delve deeper into the specific factors to consider and provide a detailed checklist to aid your decision-making process.

Factors to Consider When Choosing AR Software

Choosing the right Accounts Receivable Software for your clients involves a careful analysis of several crucial factors. These factors will not only ensure the software fits the client's current needs but also aligns with their long-term financial management strategy.

Here are some key considerations:

  • Ease of Use: AR software should be user-friendly, with intuitive interfaces and clear navigation. This will reduce the learning curve and improve user adoption rates.
  • Integration Capabilities: The software should easily integrate with other systems that your clients are already using, like their ERP or CRM system. This ensures a smooth flow of data between systems, eliminating manual data entry.
  • Pricing: Evaluate the pricing structure of the software. Ensure it provides good value for money and aligns with your client's budget constraints. Remember to consider both the initial setup cost and ongoing fees.
  • Customer Support: Effective and timely customer support is crucial. Look for providers that offer comprehensive support through multiple channels such as phone, email, and live chat.
  • Industry-Specific Needs: Some clients may operate in sectors with specific requirements. Ensure the AR software can cater to these unique needs, such as compliance with certain regulations or support for specific types of transactions.

📋 Detailed 10-Point Checklist for Evaluating AR Software

Now that we have identified what to look for in AR software let's dive into a checklist that you can use during your evaluation process:

1. ✅ User-Friendly Interface

  • Is the layout intuitive and easy to navigate?
  • Can users quickly understand the platform's features and how to use them?

2. ✅ Integration Capabilities

  • Can the software integrate seamlessly with the existing infrastructure, like ERP, CRM, and accounting software?
  • Does it support automatic data sync to eliminate duplicate entries and reduce manual work?

3. ✅ Pricing Structure

  • Does the pricing model suit the client's budget?
  • Are there hidden fees or potential charges that might crop up in the future?
  • Does the software provide value for money considering the features it offers?

4. ✅ Customer Support and Service

  • Does the software provider offer 24/7 customer support?
  • Are there multiple ways to reach the support team (phone, email, live chat)?
  • What are the typical response times, and are they acceptable for your clients' needs?

5. ✅ Industry-Specific Features

  • Does the software cater to specific needs related to the client's industry, such as compliance with certain regulations or specialized transaction handling?

6. ✅ Reporting and Analytics Capabilities

  • Can the software generate comprehensive and customizable reports?
  • Does it offer real-time analytics for making data-driven decisions?

7. ✅ Automation Features

  • Can the software automate repetitive tasks, such as sending invoice reminders, late payment notices, and generating financial reports?
  • How customizable is the automation process?

8. ✅ Customizability and Flexibility

  • Can the software adapt to the client's specific workflows and business processes?
  • Can the client easily change settings and preferences as their business evolves?

9. ✅ Scalability

  • Can the software scale to support the growth of your client's business?
  • How easy is it to add new users or upgrade the system to handle more transactions?

10. ✅ Security Measures

  • Does the software adhere to industry-standard security protocols?
  • Are there features in place to protect sensitive data, such as encryption and two-factor authentication?

This comprehensive checklist should provide accountants and bookkeepers with a detailed framework to evaluate different AR software solutions, ensuring they choose the one that best fits your clients' needs.

How to Implement AR Software Effectively

Switching to new software can be a challenge, especially when it involves crucial financial information. Here's a succinct guide on how to successfully introduce AR software into a client's business operations:

  1. Ensure Clear Communication: Communicate the benefits and changes that come with the new AR software to all stakeholders. The more they understand why the change is being made, the more likely they will support it.
  2. Provide Adequate Training: Arrange for proper training sessions to ensure everyone knows how to use the new system. Most software providers offer this as part of their package.
  3. Start with a Test Run: Implement the software on a small scale or test environment first. This allows you to solve any issues before full-scale implementation.
  4. Gradual Transition: Rather than an abrupt shift, consider a gradual transition where the old and new systems are run in parallel for a short period.
  5. Seek Expert Help: Don't hesitate to seek help from the software's support team or a consultant specializing in software implementation. Their expertise can smooth the transition process and solve unexpected problems.

Over to you

The selection of the right AR software is a crucial decision that can drastically affect a business's efficiency and financial health. This guide provides you with all the necessary tools, from understanding the importance of AR software, its benefits, crucial factors to consider when choosing one, to a detailed checklist for evaluating potential options.

Use this valuable information to make an informed choice that suits your client's needs best.

Denym Bird
CEO of Paidnice
Denym is a software entrepreneur and writes about accounts receivables management for small business.