Tracking accounts receivable starts with an aging report. This report groups unpaid invoices by how long they’ve been outstanding, typically current, 1-30 days, 31-60 days, 61-90 days, and over 90 days. Run this weekly and you’ll know exactly who owes you money and how long they’ve owed it.

Clear payment terms prevent confusion before it starts. Put your terms on every invoice. Net 15, Net 30, whatever works for your business. Include accepted payment methods and make it easy for customers to pay electronically. The harder it is to pay you, the longer people take.

Build a consistent follow-up schedule and stick to it. Send a friendly reminder a few days before the invoice is due. On the due date, send another reminder. At 7 days past due, make a phone call. At 15 days, send a formal past-due notice. At 30 days, you need to decide whether to escalate or adjust your approach based on the customer relationship.

Document every interaction. When you call, note the date, who you spoke with, and what was said. This protects you if things escalate and helps you remember what’s been promised. Some customers will tell you the check is in the mail every week for two months if you don’t track what they’ve said. Good accounts receivable management requires this kind of discipline.

Make it easy to pay. Accept credit cards, ACH, and online payments even if the processing fees sting a little. Getting paid two weeks faster is usually worth the 2-3% fee. Customers who have to mail a check will take longer than customers who can click a link and pay in 30 seconds.

For chronic late payers, consider requiring deposits or retainers before starting work. You shouldn’t have to chase the same customers every single month. If someone is consistently 60+ days late, that’s a business decision about whether the relationship is worth the cash flow strain.

QuickBooks and similar accounting software can automate much of this. You can set up automatic payment reminders, track who’s paid and who hasn’t, and run aging reports without manual work. But the software only helps if someone is actually reviewing the reports and making the calls.

If AR management takes more time than you have, that’s when outsourcing makes sense. Los Angeles QuickBooks bookkeepers can handle invoicing, tracking, and collections so money comes in faster and you spend less time chasing it yourself.