For many entrepreneurs, keeping track of financial administration is a time-consuming task. An important part of this is debtor managementt: managing and following up on outstanding invoices. It can be very frustrating when debtor management is not in order and unpaid invoices are not collected.Outsourcing good debtor management can then be an attractive solution. Here we provide the pros and cons of outsourcing debtor management and practical tips.
The pros:
1. Saving time: Keeping track of financial administration is a time-consuming task. Outsourcing debtor management saves entrepreneurs a lot of time that they can spend on other matters within their business.
2. Expertise: A good debtor manager has a lot of knowledge and experience in debtor management. They know exactly how to follow up on outstanding invoices and often have more success in collecting outstanding invoices than entrepreneurs themselves.
3. Professionalism: A good debtor manager communicates with customers in a professional manner and knows how to handle complaints and questions about outstanding invoices. This can lead to better customer relations and prevent customers from postponing their payments.
4. Lower costs: Outsourcing debtor management can lead to lower costs. This is because no employees need to be employed to perform the accounts receivable tasks. Outsourcing may be cheaper.
The cons:
1. Less control: Outsourcing debtor management means that entrepreneurs have less control over the process. They must trust that the debtor managers do their job well and that communication with customers is professional.
2. Less insight: Because entrepreneurs are less involved in debtor management, they also have less insight into the progress and status of outstanding invoices. This may be undesirable for some entrepreneurs.
3. Higher costs: Outsourcing debtor management involves costs. These costs must be weighed against the savings in time and the potential loss in not collecting outstanding invoices.
4. Less customer contact: Outsourcing debtor management removes a customer contact moment in which potentially valuable information about the quality of your customer relationship is missed.
Practical tips for outsourcing debtor management:
1. Make clear arrangements: It is important to make clear arrangements with the company you hire for debtor management. Make sure to discuss all the details, including which tasks will be performed, the frequency of reporting and communication, and what costs you can expect. Record these agreements in a contract to avoid misunderstandings.
2. Choose an experienced partner: Make sure to choose a partner who has experience with debtor management and who is familiar with the industry in which your business operates. Ask for references and look at reviews from other customers to ensure that you are choosing a reliable partner.
3. Stay involved: Although you are outsourcing debtor management, it does not mean that you do not have to pay attention to it anymore. Monitor the progress of your debtor management and regularly ask for updates and reports. Set clear expectations about communication and keep lines of communication open.
4. Work together on an efficient system: Make sure to work together with your partner to develop an efficient system for managing your accounts receivable. This may mean streamlining your invoicing process, setting up payment plans, and developing clear communication about payment terms and conditions.
5. Use technology: Technology can streamline and make the debtor management process more efficient. Make sure that your partner uses modern software and systems to automate debtor management and monitor payments.
6. Stay customer-oriented: Although the goal of debtor management is to collect payments, it is important to remain customer-oriented. This means being understanding and polite in your communication and trying to find solutions that work for both you and your customer.
7. Analyze and optimize: Ensure that you regularly analyze and optimize the results of your debtor management. Look at what approach works and where there is room for improvement. Set goals and measure your progress to ensure that you continue to improve your debtor management.
