Invoice Processing & Debtor Tracking

Getting paid on time matters. But if invoices aren't processed properly, or you don't track debtors, payments get delayed, cash flow suffers, and bad debts increase. Invoice processing ensures invoices are created, sent, and tracked correctly—proper invoice processing improves cash flow by reducing payment delays. Debtor tracking monitors outstanding invoices and payment due dates—effective debtor tracking helps businesses collect payments on time and reduce bad debts.

The problem is most businesses don't process invoices properly or track debtors effectively. They create invoices manually, don't track payment due dates, or struggle with credit control. That causes problems—late invoice creation means delayed payments, poor debtor tracking means missed payment dates, and weak credit control means more overdue invoices and bad debts.

We handle invoice processing and debtor tracking for businesses wanting better accounts receivable management: invoice processing setup (automated invoice creation and sending), debtor tracking system (monitoring outstanding invoices and payment due dates), credit control support (payment reminders and overdue invoice chasing), and outstanding invoice management. Whether you're a business in Medway needing invoice processing, a company in Maidstone wanting debtor tracking, or a business in Canterbury needing credit control, we'll set up invoice processing and debtor tracking that works. No payment delays, no missed invoices—just proper accounts receivable management that improves cash flow.

What this helps you do (fast)

• Get paid faster — Proper invoice processing means invoices are created and sent quickly, which means customers pay faster. Faster payments improve cash flow.
• Track outstanding invoices easily — Debtor tracking shows you exactly which invoices are outstanding, when they're due, and which are overdue. Easy tracking means better control.
• Reduce bad debts — Effective credit control and debtor tracking help you identify and chase overdue invoices before they become bad debts. Early action reduces write-offs.
• Improve cash flow — Faster payments and better debtor tracking improve cash flow. You know what's coming in and when, so you can plan better.
• Automate invoice processing — Automated invoice processing saves time and reduces errors. Invoices are created and sent automatically, so you don't miss any.
• Stay on top of payments — Debtor tracking and credit control keep you informed about payment status. You know which customers to chase and when.

How it works

Step-by-step process for invoice processing and debtor tracking:

1. Discovery call — We chat about your business: how you currently create and send invoices, what your payment terms are (30 days, 60 days, etc.), how you track outstanding invoices, whether you have issues with late payments, and what you want to achieve.
2. Invoice processing setup — We set up automated invoice processing:
   • Invoice templates — Set up professional invoice templates with your branding, payment terms, and VAT information
   • Automated invoice creation — Automate invoice creation from sales data (sales orders, time tracking, recurring services) so invoices are created automatically
   • Invoice sending — Automate invoice sending (email, post, or both) so invoices are sent to customers immediately after creation
   • Invoice numbering — Set up automatic invoice numbering (sequential numbering, date-based numbering) to ensure invoices are numbered correctly
   Invoice processing ensures invoices are created and sent quickly.
3. Debtor tracking setup — We set up debtor tracking:
   • Accounts receivable aging report — Set up aging reports showing outstanding invoices by age (current, 30 days, 60 days, 90 days, over 90 days)
   • Payment due date tracking — Track payment due dates for all outstanding invoices, so you know when payments are due
   • Outstanding invoice dashboard — Set up dashboard showing total outstanding, overdue invoices, and customers with overdue invoices
   • Payment status tracking — Track payment status (sent, viewed, due, overdue, paid) for all invoices
   Debtor tracking gives you visibility into outstanding invoices and payment status.
4. Credit control support — We set up credit control:
   • Payment reminder automation — Set up automated payment reminders (email, SMS) sent before payment due dates and after due dates
   • Overdue invoice chasing — Set up process for chasing overdue invoices (email reminders, phone calls, letters) based on how overdue they are
   • Payment terms management — Set and manage payment terms (30 days, 60 days, etc.) for different customers based on creditworthiness
   • Bad debt prevention — Identify customers with overdue invoices early, so you can take action before debts become uncollectable
   Credit control helps you collect payments on time and reduce bad debts.
5. Outstanding invoice management — We set up outstanding invoice management:
   • Overdue invoice prioritization — Prioritize overdue invoices by amount and age (oldest and largest first) so you focus on most important ones
   • Customer payment history — Track customer payment history (average payment time, late payment frequency) to identify problematic customers
   • Payment follow-up workflow — Set up workflow for following up on overdue invoices (first reminder, second reminder, final demand, debt collection)
   • Dispute resolution — Handle invoice disputes (incorrect amounts, missing goods, service issues) quickly to avoid payment delays
   Outstanding invoice management ensures overdue invoices are chased effectively.
6. Reporting and monitoring — We set up reporting:
   • Debtor reports — Reports showing outstanding invoices, aging analysis, overdue invoices, and payment trends
   • Cash flow forecasting — Use debtor data to forecast cash flow (expected payments based on outstanding invoices and payment terms)
   • Credit control reports — Reports showing credit control effectiveness (average payment time, overdue invoice percentage, bad debt percentage)
   • Customer analysis — Reports analyzing customer payment behavior to identify trends and issues
   Reporting keeps you informed about accounts receivable performance.

We work with cloud accounting software (Xero, QuickBooks, Sage) that supports invoice processing and debtor tracking, or we can set up tracking in other systems. The key is setting up invoice processing that works for your business and debtor tracking that gives you visibility into outstanding invoices.

Costs & timelines

Pricing factors:

• Invoice volume — More invoices mean more processing work (creation, sending, tracking)
• Debtor complexity — More customers and payment terms mean more complex debtor tracking
• Automation level — Fully automated invoice processing costs more to set up but saves time long-term
• Credit control support — Ongoing credit control support (chasing overdue invoices) costs more than basic tracking

Commonly reported ranges by local providers:

• Invoice processing and debtor tracking setup: £300–£600 depending on invoice volume and automation needs
• Monthly invoice processing and debtor tracking (if we handle it): £150–£350/month depending on invoice volume and credit control support
• Debtor tracking setup (one-off): £200–£400 for setting up debtor tracking system for existing invoices
• Credit control support (per month): £100–£250/month for ongoing credit control (chasing overdue invoices, sending reminders)

Why invoice processing and debtor tracking costs what it does:

• Invoice processing setup requires invoice template creation, automation setup, and integration with sales systems
• Debtor tracking setup requires aging reports, due date tracking, and dashboard setup
• Credit control support requires payment reminder automation, overdue invoice chasing, and customer communication
• Outstanding invoice management requires prioritization, payment history tracking, and follow-up workflows

Timeline: Setup usually takes 3-5 working days depending on invoice volume and automation complexity. Once set up, invoice processing runs automatically (invoices created and sent automatically). Debtor tracking updates in real-time as invoices are created and payments are received. Credit control reminders are sent automatically based on payment due dates.

Ongoing support: If you want ongoing monthly invoice processing and debtor tracking (we handle creating invoices, tracking debtors, and credit control), that's separate. Typical monthly invoice processing and debtor tracking is £150–£350/month depending on invoice volume and credit control support. We can also provide credit control support separately (£100–£250/month).

No hidden fees. Setup price includes invoice processing setup, debtor tracking setup, and credit control setup. Ongoing invoice processing, debtor tracking, and credit control support are separate if you want us to handle it.

Kent (UK) focus

We work with businesses across Kent: businesses in Medway needing invoice processing, companies in Maidstone wanting debtor tracking, and businesses in Canterbury needing credit control.

Kent businesses face the same cash flow challenges as everyone else—late payments, overdue invoices, bad debts. The difference is when you have proper invoice processing and debtor tracking, invoices are created and sent quickly, outstanding invoices are tracked effectively, and overdue invoices are chased before they become bad debts. That's what helps Kent businesses get paid faster and improve cash flow.

Common Kent business scenarios:

• Businesses with late payments — Businesses struggling with late customer payments, needing invoice processing and credit control
• Growing businesses — Growing businesses needing automated invoice processing to handle increasing invoice volume
• Service businesses — Service businesses needing recurring invoice processing for regular customers
• Businesses with overdue invoices — Businesses with overdue invoices needing debtor tracking and credit control to collect payments

Kent business market context:

• Many Kent businesses struggle with late payments and overdue invoices
• Invoice processing and debtor tracking help Kent businesses get paid faster and improve cash flow
• Proper credit control reduces late payments and bad debts for Kent businesses

Remote-first, Kent-focused. We don't need to meet in person (though we can if you prefer), and we understand what Kent businesses are dealing with. Invoice processing, debtor tracking, credit control—we'll set up accounts receivable management that helps you get paid faster and improve cash flow.

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