P: 0452 669 147
We’re a Melbourne accounts receivable team for SMEs, sole traders and SMSFs. One specialist handles invoicing, follow-ups, reconciliation and ageing reports, so cash flow stops running in your head between Friday and Monday.
- 15+ years with Melbourne small business
- Same specialist on your ledger, every cycle
- Inside your Xero, MYOB or QuickBooks
- Reduce your overdue invoices
What Is Accounts Receivable?
Accounts receivable is what your clients still owe you for work you’ve already done. The invoice is out, the job is delivered, and the money hasn’t landed yet. On the balance sheet, it sits as a current asset, but in practice, it’s the lag between earning revenue and actually having it.
That lag is where most cash flow problems for Melbourne SMEs start. Not in sales. In the days, sometimes weeks, between the invoice going out and the payment hitting the account.
A business can be technically profitable on paper and still struggle to pay suppliers, because the receivables aren’t moving fast enough.
This is the part we manage. Invoicing, reconciliation, ageing of accounts receivable, and the follow-ups that keep the cycle from stalling.
How Our Accounts Receivable Process Works
The same specialist runs your ledger from setup through to reconciliation, every cycle. We work directly inside the platform you already use, Xero, MYOB or QuickBooks, not a separate dashboard you’d have to log into.
Set Up & Review
We start with what you already have: existing invoices, payment terms, debtor list, and the platforms you’re using. Before any reminder goes out, we agree on tone, escalation timing, and which Melbourne clients need handling differently. No templated rollout, no copy-paste workflow.
Invoicing & Reminders
Invoices go out on your usual template, with payment terms matching whatever you actually agreed in the contract, not a default 30 days dropped in by habit. Reminders are tuned to each client. Some need a heads-up before the due date. Some don’t respond until the second nudge.
Follow-Ups & Dispute Handling
Overdue invoices get chased in your name and your tone. Polite first, firmer when it’s warranted. If a client raises a query or dispute, we resolve it directly, document it, and only escalate when escalation is the right call.
Reconciliation & Ageing Reports
Payments get matched to invoices as they land. Ageing reports show what’s outstanding, what’s overdue, and where the patterns sit, including debts worth writing off.
Accounts Receivable Integration With Xero, MYOB and QuickBooks
We work inside the platform you already use. No migration, no second login for your team, no parallel system running alongside your books.
For most Melbourne SMEs, that’s Xero or MYOB. For others, QuickBooks or a Stripe feed is running into one of them. Whatever the setup, we map our process to your chart of accounts, your invoice templates, and your existing reconciliation rules, not the other way around.
Where automation helps, we use it. Reminder sequences, payment links, and recurring invoice schedules. Where it doesn’t, we don’t force it. Some clients need a phone call, not a fourth automated email. That call is part of the work.
The data stays yours. The ledger keeps moving. And when your accountant or BAS agent needs a clean export at quarter-end, it’s already there, not something we have to build the night before.
What Melbourne Venue Owners Say About Working With Us
Still Reconciling Last Month While This Month’s Invoices Pile Up?
That’s the AR backlog talking. Hand the ledger to a Melbourne specialist who’s already inside your Xero or MYOB, and stop carrying two months of follow-ups in your head.
Frequently Asked Questions
Can you help me vet new clients before I offer them credit terms?
Yes. Before you extend payment terms, we run a basic credit check, ABN status, trading history, and any payment behaviour we can find. We’ll flag the risk, suggest a sensible structure (whether that’s a deposit upfront, a shorter payment cycle, or staged invoicing), and document the call. It’s a short step that saves a long collection process later.
Do you handle demand letters?
It depends on what the situation actually needs. For most overdue invoices, a structured demand letter sequence in your name is enough to move the payment. When a debt is genuinely disputed or heading toward recovery action, we coordinate with a debt recovery partner and hand over a clean file, invoices, correspondence, payment history, the lot. You’re not chasing the chase.
If I have to write off a bad debt, can I get the GST back from the ATO?
If you account for GST on a non-cash (accruals) basis, yes, you can claim a decreasing adjustment when the debt is written off as bad, or once it’s been overdue for twelve months or more.
The write-off needs to be properly recorded in your books, and the original taxable sale must have already had GST remitted to the ATO. If the debt is later recovered, an increasing adjustment applies. We document each step so it holds up at audit.
How is outsourcing AR more cost-effective than hiring a part-time admin?
You’re not paying for a chair, software, training, leave cover, or the learning curve. You’re paying for the work. A part-time admin handling AR is fine until they leave, get sick, or the volume spikes, then the ledger drifts. Outsourced AR keeps moving regardless, and the same specialist who knows your client list this month will still know it next quarter.
Will my accountant be able to see what's happening with my ledger at tax time?
Yes. Because we work inside your Xero, MYOB or QuickBooks, your accountant has the same view they’ve always had, cleaner, usually. Ageing reports, reconciled payments, written-off bad debts, and notes against disputed invoices are all where they expect to find them. No reconstructing the year in June.
I have a backlog of invoices. Can you help me recover those, or is it too late?
Rarely too late, but the older a debt gets, the harder it is to collect. We start by sorting the backlog into three groups: still likely to pay, worth one structured push, and probably write-off territory. Then we work the first two and document the third properly so the GST and tax position is clean. Most Melbourne SMEs recover more from a backlog than they expect.
How often is my ledger updated?
Daily on active accounts, weekly on lower-volume ones. Reminders, reconciliations, and dispute notes go in as they happen, not in a Friday batch. You can log in any time and see where the ledger sits. Monthly ageing reports go out on a fixed day, so you’re not chasing them.
Do you need full access to my business bank account to reconcile payments?
No. The setup depends on what you’re comfortable with. The most common arrangement is a view-only bank feed through Xero or MYOB. Some clients prefer read-only access without transactional rights; others give us nothing beyond reconciliation permissions inside the accounting platform itself. Whatever the arrangement, we don’t need to move money to do the work.
Ready to Hand Your Accounts Receivable Over Before the Next BAS Quarter?
You’ve read the page. The work itself isn’t complicated; it’s just relentless. Invoices that need to be sent. Reminders calibrated to the client, not the calendar. Payments reconciled as they land. And the ageing report that quietly tells you which clients are drifting before the cash flow does.
What changes when you outsource accounts receivable to us isn’t the work. It’s who’s holding it. The same Melbourne specialist on your ledger every cycle, working inside your Xero, MYOB or QuickBooks, with judgment on when to nudge a client and when to escalate.
If your AR is the thing that keeps slipping to next week, that’s the conversation worth having.