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accounting

Five Effective Steps to Manage Small Business Accounts Receivable

Properly managing your accounts receivable doesn’t have to be difficult. Sure, the process of collecting, tracking and submitting payments can be tedious work. If you have a proper plan in place to manage accounts receivable, it becomes much easier to maintain.

Accounts receivable (A/R) is the money owed by a customer to another entity in exchange for goods or services that have been delivered or used, but not yet paid for. The receivables aspect comes in the form of operating lines of credit. Payment is usually collected within a short period of time ranging from a few days to a few months.

If your business offers credit, it is important to have a system in place that manages your accounts receivable. One of the worst things that can happen is not knowing how much you are owed, when it is due and whom it’s owed by. A business runs much more effectively with a system in place that helps mitigate risk.

 

Here are five effect steps you can start using today to help manage your accounts receivable.

Tracking: Whether it’s placing the information on an Excel spreadsheet or using software, it’s very important to track accounts receivable. There are many cost efficient and user-friendly software packages available. The ability to automatically track and monitor an account can save a lot of time and money. Rather than sorting through every account manually, there are alerts that will notify you of a delinquent account. This gives you the ability to take action right away before it becomes a headache for your business.

Terms of Payment: Before a service is performed, a business should clearly state the terms of payment to a customer. Customers should also be aware of the process if they are delinquent on an account. This information should be presented on a billing statement for further clarification. Giving customers plenty of notice tends to help them avoid penalties.

Record Purchases Promptly: Don’t wait to record a purchase. All purchases should be recorded promptly so you have a record of the transaction in the books. Putting it off until later can create havoc. This often occurs when an employee puts it off and accidentally forgets to publish the purchase which will inevitably create an accounting error. The sooner you input a purchase and send out an invoice, the sooner you get paid.

A/R Review: While you may believe you have everything in its proper place, it’s always a good idea to perform a manual review of your accounts receivable. Errors happen. Set up a weekly or monthly time to review or have someone else review the A/R report.

Delinquent Accounts: There are times when collecting delinquent payments is necessary. This is a moment when excellent communication skills come in handy. While you don’t want to harass customers, it’s important to stand firm and remind them of the terms of payment. Then you should notify them of the bill that’s past due. It may be necessary to work out a payment plan if the person is unable to make payment all at once. In more severe cases, it may be more beneficial to work with a collection agency. While it may not be ideal, these companies tend to be extremely effective at collecting payments in promptly.

 

Conclusion:

Managing A/R doesn’t have to be difficult. All it takes is the proper tracking of accounts, clear communications, prompt recording and review, as well as a plan in place to collect delinquent accounts. If you have this in place, you are well on your way to properly managing your accounts receivable.

With our new Scheduleview version 4 software, you’ll LOVE how easy it is to schedule and dispatch your field service techs from our Map view.  Simply open the map view and all of the days appointments will be shown on a google map, along with the location of each appointment.

easy to use hvac scheduling software map

field service scheduling map

Next to each appointment, if there are available time slots to book, you can click, pick a time slot, and schedule an appointment which will be in the same vicinity of the existing appointment.

Now simply enter the customer information in the appointment, and save! Now you have scheduled another appointment in the same vicinity as an existing appointment, minimizing travel time of your field service personnel.

When the appointment is completed and you have the documentation you need, simply click on the appointment and create an invoice in Quickbooks from the apppointment and you’ll be able to complete the invoice in quickbooks!

 

 

simple elegant appointment software

Tips and tricks to help you get the most out of your appointment book software

There is nothing worse than realizing just how much time your administrative staff wastes on a day to day basis, just because they aren’t using the most efficient appointment book software on the market today.

Sure, just about any old appointment book software solution will “get the job done” in a pinch – and any appointment software that your office takes advantage of is going to be better than no appointment software whatsoever – but there is absolutely zero reason whatsoever to have an office today that isn’t running the best appointment book software on the market.

Top-of-the-line products – game changing solutions, really – aren’t going to require to the major investment that they did in the past.

Even still, just getting your hands on the best appointment book software is only one small piece of the puzzle.

You’re going to need to make sure that your staff is completely checked out on your new appointment book software, that they know how to make the most of your new system, and that they are using it to its full capability.

Otherwise, you’re going to find yourself in the same sticky situation that you’re already contending with.

Use the insider information that we have outlined for you below to avoid that kind of headache and hassle. Find the right appointment book software for your office, and then leverage these tips and tricks to get the most out of it!

Start training your staff well before you “rollout” your new appointment book technology

One of the biggest mistakes that you could make when you are getting ready to introduce new software to your administrative team is to simply roll it out across your infrastructure and then throw them into the deep end – hoping that some of them are able to swim!

Not only does this find lint upsetting of the apple cart usually throw a monkey wrench into your entire operation, but it’s also going to put a lot of stress and pressure critical team members that are probably already stressed out and dealing with an overwhelming amount of pressure as it is.

If your administrative team is simply pitched into the deep end with a new appointment book technology that they’ve never seen, that they’ve never used, and that they haven’t been trained on, they are going to be in for a world of hurt – and so is your office or operation.

However, that’s exactly what so many otherwise smart and savvy people end up doing.

They find themselves a quality appointment solution with all kinds of glowing reviews, and then decide that they’ll just roll the whole thing out system wide before giving anyone a chance or opportunity to get up to speed on the system.

Do not make that same mistake.

Instead, set up this new appointment system on at least one machine, and then have everyone spend a couple of hours using it with “dummy data” in real situations and circumstances so that they have a better idea of what to expect when you make the changeover.

This may delay your shift about a week or so, but that week is going to be very well spent if you invest in quality training time with your administrative staff.

You’ll be able to iron out a lot of the bugs and hiccups with this approach than you would have been able to buy skipping it.

Tie your appointment book software into other systems

One of the most advantageous things you could do with your new appointment book software is to make sure that it easily integrates with a wide variety of other software that you use in your business on a regular basis, but also that you tie it into your other administrative systems and processes.

Do not think of your new appointment book solution as a “standalone” kind of aspect of your business.

Instead, look for new ways to integrate this technology and all of these capabilities into your everyday workflow, making sure that your administrative team (the people that are going to be using the software in the first place) have a lot of input as to how this integration is taken care of.

You really want to try and create a self-contained kind of system, a semi custom infrastructure that gives you all of the advantages of the different software components with none of the drawbacks.

It’s kind of an ideal solution, and maybe a bit of a challenge to accomplish in a real-world office setting, but there are a lot of successful practices out there that have found ways to integrate all of their appointment software solutions with other productivity and business software and tools – giving them a considerable edge and advantage at the same time!

Closing thoughts

At the end of the day, it’s really going to be completely on your shoulders to make sure that you are providing your administrative team with all of the tools and technology that they need to be successful.

The easier you make their job, the easier they will make your job, and if you can really stress efficiency in all aspects and areas of your practice and your office you’re going to be able to boost profitability across the board without too much headache or hassle to speak of.

Make sure that you research all of the different appointment book software options out there, and that you feel completely comfortable with the software that you decide to implement. But once that’s taken care of, it’s time to shift your focus to how you are going to integrate and implement this new appointment book software – and that’s where you’re going to find your highest returns on investment.

Hopefully you find all of the inside information contained above useful in helping to do exactly that!

If you’ve been searching high and low for a quality appointment scheduling software solution to help you build your medical practice more efficiently, you’re going to want to pay close attention to all of the inside information we have for you below.

appointment scheduling software

Trying to find a quality appointment scheduling software solution is nowhere near as simple or as straightforward as it probably should be.

This isn’t because they are so few top-of-the-line options out there, but instead because there are so many. Before, there used to be only about a handful of appointment scheduling software installations that any professional would actually trust to use in their practice, but today – with the explosion in popularity of automated appointment scheduling solutions and other software-based products – there are literally dozens and dozens of top quality options to pick and choose from.

Many of them offer complete appointment scheduling solutions with a bunch of bells and whistles built right in that make practice management a lot more efficient as well, and trying to zero in on the key features that will make or break your selection is mission critical.

We hope to give you a bit of inside information about all of the different options available today, inside information that should help point you in the right direction when it comes time to choose your new appointment scheduling software.

Ready to get right to the meat and potatoes of this process?

Great!

Let’s dive right in!

Outline your expectations well in advance

The very first thing you need to do when you are getting ready to invest in an appointment scheduling software is to outline how you expect to use this platform, how you expect to deploy this platform, and what features you absolutely need to take advantage of.

A lot of people go into the appointment scheduling software selection process before they answer these critical components, and then wonder why they weren’t able to find a solution that meets their needs right down to the ground.

You cannot afford to let that happen.

Instead, really try to break down and illustrate exactly what you intend to use this appointment scheduling software solution for, figure out how we you want to use it in your office workflow, and then make sure you understand exactly how you plan to deploy this new business tool.

Get those details down in writing (very, very briefly), and then you’ll be ready to move on to the next stage.

Always look for a solution that provides automated scheduling capabilities

Though there are a bunch of different features that you’ll want to look for in your new appointment scheduling software, one of the most valuable features that very few (if any) practices can afford to go without is the automated scheduling capabilities of modern software.

Giving your administrative team a serious advantage when it comes to scheduling new appointments, rescheduling old or missed appointments, and offering complete and total control over the scheduling for your practice, this is a feature that falls under the “must-have” umbrella for sure.

There are a lot of different ways to deploy automated scheduling capabilities if your appointment scheduling software allows it, but the easiest way is to simply find methods to integrate the automation into your overall workflow.

Administrative experts can take down the critical information, input it into the system, and then have schedules automated and automatically created – taking care of the “heavy lifting” for you without any errors.

Calendar management capabilities are also critical

You’re also going to want to make sure that you find an appointment scheduling software solution that allows you to have complete and total control over your calendar management.

Sometimes, in situations that you may or may not be able to foresee, you’ll have to manually shuffle around your calendar and your appointments – and you’ll need a scheduling solution that gives you that kind of access with zero had a more hassle.

You’re going to need to have the ability to manipulate and maneuver your calendar without any extra wasted effort, warehouse you run the risk of one of your administrative professionals making a mistake, messing up the scheduling, or even letting appointments “fall through the crack”.

Look for a system that syncs up with your accounting software

If you want to eliminate a lot of the redundancy in your practice, while at the same time streamlining your scheduling AND your accounting processes and systems, look for a solid appointment scheduling software that integrates nicely with your accounting platform.

Getting your hands a scheduler that allows you to take care of billing issues (either by automating the invoicing process or just helping to make sure the data gets EXACTLY where it needs to be without any delay whatsoever) is going to save you an untold amount of time – and a world of headache and hassle.

QuickBooks integration is the “Gold Standard” here (if only because so many people are running a QuickBooks accounting system these days, but a lot of appointment scheduling software include APIs that can be custom configured to work with just about any platform around.

This is one of the “must have” features you shouldn’t overlook!

Closing thoughts

At the end of the day, there are all kinds of things that you’re going to have to look into what it comes time to get your appointment scheduling system top off the ground.

Thankfully, this process is made considerably easier when you focus on a couple of key features and qualities that almost all of the top appointment scheduling software solutions share – and from there it’s simply a matter of moving forward with the software that you feel most comfortable with, the one with a sterling silver reputation, or one that you feel best suits your needs and demands.

There really isn’t all that much to this process, especially if you pay close attention to the insider information and critical details that we have shared with you above.

Best of luck going forward!

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