What this service is

Accounts payable/receivable (AP/AR) is a structured service that helps you control who you owe, who owes you, when money moves, and what evidence supports it. We implement an AP/AR operating workflow inside your accounting system so payments, invoices, and collections are predictable, traceable, and bank-ready.

This service is designed to deliver:

• a clean invoicing and collections workflow (AR) that reduces late payments

• a controlled bill intake and approval workflow (AP) that prevents missed or duplicate payments

• accurate aging reports (what’s overdue, what’s coming due, and why)

• stronger cash flow management through scheduling and controls

• an evidence pack that supports taxes, disputes, and audits

Who this is for

This service is a fit if you are:

• a services business billing clients on milestones or monthly retainers

• a B2B business with invoices, POs, or payment terms (Net 7/15/30/45)

• an e-commerce/wholesale business managing vendor bills and inventory purchases

• a company with multiple staff approving expenses and making payments

• a founder who wants to stop cash surprises and gain control over collections

• a business dealing with chargebacks, disputes, or recurring late-paying customers

• a company preparing for funding, diligence, or tighter lender controls

What “AP/AR control” means in practice

AP/AR becomes risky when invoices and bills exist “outside the system” or when payments are not linked to documents. A controlled AP/AR system means:

• every invoice and bill is recorded with the correct terms and due dates

• each payment is linked to the underlying invoice/bill (no “mystery transfers”)

• approvals are defined (who can approve what, and at what thresholds)

• discounts, credits, refunds, and partial payments are handled correctly

• disputes are tracked and documented, not left in email threads

Key principle: the best outcome is not “sending invoices.” The best outcome is getting paid on time and paying correctly with a clean audit trail.

Benefits of structured AP/AR

• Stronger cash flow: predictable collections and scheduled payables

• Fewer late payments: consistent reminders and escalation paths

• Lower fraud and error risk: approvals, roles, and duplicate-payment controls

• Cleaner books: accurate aging and fewer reconciliation surprises

• Dispute resilience: documentation and timelines that support enforcement

• Bank and investor readiness: disciplined working-capital reporting

What we typically help you implement

Depending on your business and systems, an AP/AR package usually includes:

• invoice templates and standard terms (Net terms, deposits, late fee language if used)

• customer onboarding rules (who gets credit terms and under what conditions)

• dunning workflow (reminders, escalation steps, and timing)

• bill intake workflow (email capture, vendor portals, document storage)

• approval rules (limits by role; separation of approval vs payment execution)

• payment scheduling routine (weekly pay runs, urgent exceptions)

• AR dispute workflow (credits, write-offs, chargebacks, collection handoff logic)

• AP controls (duplicate detection, vendor master list discipline, 1099 readiness posture)

• reporting pack: AR aging, AP aging, cash needs forecast snapshot

Service workflow

1) Intake and scoping

We gather the minimum needed to design your AP/AR system:

• revenue model (retainers, milestone billing, subscriptions, wholesale)

• current invoice/bill volume and payment terms

• tools in use (QBO, bill.com, Stripe, ACH, invoicing apps)

• who approves bills and who sends invoices today

• your current pain points (late payments, disputes, missed bills, duplicate payments)

2) AR setup: invoicing and collections discipline

We build a receivables workflow that matches your sales cycle:

• invoice structure and terms standardisation

• deposit and milestone logic (if used)

• recurring invoicing cadence (monthly retainers, subscriptions)

• reminders and escalation process

• dispute handling and resolution tracking

3) AP setup: bill processing and payables control

We implement a payables workflow that prevents leaks:

• vendor master list cleanup and standardisation

• bill capture and documentation rules

• approvals and thresholds

• pay run schedule and exception handling

• payment method discipline (ACH, check, card, wires) aligned to risk and cost

4) Reporting and controls

We deliver ongoing visibility:

• AP aging and payables calendar view

• AR aging and collection pipeline

• working capital view (what’s coming in vs going out)

• monthly review notes and control improvements

5) Operating handoff

You receive:

• a documented workflow (who does what, when)

• templates and checklists

• a clear exceptions list (what requires owner decision)

• clean reporting you can use weekly and monthly

Typical premium pricing

Pricing depends on invoice/bill volume, number of users/approvers, systems, and complexity.

• AP/AR setup (standard workflow, single entity): $1,500–$5,500+

• AP/AR setup (higher volume, approvals, multi-channel tools): $5,500–$12,500+

• AR collections workflow optimisation (with templates and escalation): $1,250–$6,500+

• AP controls and pay-run system (roles, approvals, scheduling): $1,250–$6,500+

• Ongoing AP/AR management support (add-on to bookkeeping): $750–$4,500+ / month

• High complexity (multi-entity, multi-department approvals, heavy disputes): $12,500–$25,000+

Third-party platform subscriptions and processing fees are not included unless agreed.

Frequently asked questions

1. Do you collect money from my customers?
   We set up the workflow, templates, and escalation system. Collection execution can be handled by your team, or we can support the process operationally as agreed.

2. Can you help reduce late payments?
   Yes. Most late payments come from unclear terms, inconsistent follow-up, or weak onboarding. We standardise these and implement a disciplined reminder schedule.

3. What is the biggest AP risk for growing businesses?
   Paying without controls: duplicate payments, unapproved bills, and poor vendor discipline. We introduce approvals and a pay-run schedule with evidence requirements.

4. Can you support milestone billing and retainers?
   Yes. We design invoicing rules that match your sales cycle and reduce disputes.

5. Will AP/AR improve my cash flow forecasting?
   Yes. Aging reports and scheduled pay runs create a practical weekly cash visibility framework.

6. How do you handle disputes, credits, and write-offs?
   We implement a documented workflow so adjustments are authorised and traceable, not random edits.

7. Does AP/AR affect taxes?
   Clean AP/AR improves recordkeeping and supports defensible income/expense timing. Tax filing is handled with CPA/EA partners where required.

8. What do you need from us to start?
   Access to your accounting system, a list of customers/vendors, your current invoice/bill templates, and a description of how approvals happen today.

Why businesses choose Yudey

• Control-first workflows: approvals, thresholds, and clear responsibility

• Cash discipline: scheduled pay runs and predictable collections cadence

• Clean audit trail: every payment linked to a document and approval trail

• Dispute resilience: structured handling of credits, chargebacks, and write-offs

• Scalable operations: works with growth, not just at low volume

• Reporting you can use: AR/AP aging that actually reflects reality

Request AP/AR support

Send: your monthly invoice count, monthly bill count, typical payment terms, tools used (QBO and any invoicing/bill platforms), and who approves and pays today. We will confirm scope and implement an AP/AR system that improves cash control and reduces errors.