Cash In, Calm Out: 8 Real-World Ways to Clean Up Your Accounts Receivable

Let’s get one thing straight: you didn’t start a law firm, accounting practice, or consultancy to become a collections agency.

But here you are—checking aging reports, nudging clients to pay overdue invoices, and wondering why “Net 30” apparently means “Pay when Mercury’s in retrograde.”

If you run or help run a small to mid-sized professional services firm, cash flow is your heartbeat. And how you manage accounts receivable (AR) is the pacemaker.

Here are eight AR best practices to help you get paid faster, sleep better, and maybe even stop using your line of credit as a lifeline.

1. Send Invoices Like You Mean It

Waiting a week to send your invoice because “it’s been a hectic Monday”? That’s money you’re giving away. Get disciplined. Automate invoice creation. Set it, schedule it, send it. Every delay is a drag on your cash flow.

💡 Bonus points if your invoices are clear, concise, and don't look like 2004 Word templates.

2. Offer Payment Options—And Make It Stupid-Easy

Your clients are busy. The fewer hoops they jump through, the better. Credit card? Bank transfer? ACH? Offer all of the above. If you're still asking clients to write and mail checks… well, stop.

3. Ditch “Polite” Follow-Ups for Prompt Ones

Waiting until an invoice is 10 days overdue before you send a reminder isn’t being respectful—it’s being forgettable. Friendly nudges the day before a due date, and quick follow-ups after, help keep your invoice at the top of the inbox.

4. Make AR Reporting Part of the Weekly Ritual

Most small firms review cash flow monthly. By then, it’s too late. Weekly check-ins on your AR aging report keep you ahead of issues. Don’t wait until you’re short on payroll to realize a client ghosted you three weeks ago.

5. Define (and Enforce) Clear Payment Terms

Yes, we all love flexibility—but vague payment terms are an invitation to be ignored. “Net 30” should mean Net 30. Add late fees if you need leverage. Better yet, reward early payment. Carrots work better than sticks—until they don’t.

6. Assign Ownership (Because AR Is Everyone’s Business)

AR isn't just a finance problem. It’s a firm-wide opportunity. Make sure client leads are aligned with finance when problems arise. Having a clear escalation path—and someone accountable—can shrink DSO faster than a fresh incentive plan.

7. Use Technology That Works for You (Not Against You)

Your spreadsheet is not a system. Manual tracking = missed follow-ups, messy data, and that lovely panicked moment when someone asks, “Has this client actually paid us yet?”

Modern AR tools (like, say, Resolut) can help you automate, prioritize, and collect without playing email ping pong all day.

8. Don’t Be Afraid to Say No

This one stings, but it’s vital: not every client is worth keeping. Chronic late payers are silent killers to your margins and morale. Sometimes the healthiest AR strategy is to cut ties.

TL;DR:

Want to clean up your AR? Start by getting proactive, staying consistent, and using tools that make it easier—not harder—to get paid.

Because at the end of the day, your clients don’t pay for your patience. They pay for your value. Let’s make sure that payment actually lands in your account—on time.