Money Out on Time. Money in Sooner.
Accounts payable, accounts receivable, and the collections follow-up most bookkeepers won't do.
Profitable Businesses Run Out of Cash All the Time
It's rarely a margin problem. It's a timing problem — vendors due in 30 days, customers paying in 60, and payroll landing every other Friday regardless.
Most of the gap is administrative, not financial. An invoice that went out four days late. A past-due account nobody followed up on. A bill paid early because nobody was tracking terms. Individually small. Together, they're the reason your bank balance doesn't match your P&L.
We take over both sides of the cycle — what you owe and what you're owed — and run them on a schedule so the timing stops being a surprise.
- Invoices going out days or weeks late
- Past-due accounts nobody is chasing
- No current view of who owes you what
- Bills paid early, paid late, or paid twice
- Vendor terms nobody is tracking
- Approvals sitting in someone's inbox
- Late fees and lost early-pay discounts
- No idea what cash looks like in three weeks
Both Sides of the Cash Cycle
Payables and receivables run as one process, because they're the same problem viewed from opposite ends.
What You Owe, Paid Correctly and On Terms
Bills coded to the right account and job, scheduled to actual terms instead of whenever someone remembers, and routed for approval before anything moves.
- Bill entry, coding, and job or class allocation
- Vendor terms tracked so you pay on time, not early
- Approval routing before any payment is released
- Duplicate invoice detection
- Vendor records, W-9s, and 1099 prep at year end
- Weekly check runs prepared in our office
- Electronic payments and ACH where you prefer them
What You're Owed, Invoiced Fast and Followed Up
Invoices out the day work is complete rather than at month end, then actively worked until they're paid — including the phone calls.
- Invoicing on completion, milestone, or contract schedule
- Progress billing and retainage tracking
- Payment application and deposit reconciliation
- Aging reports you actually get sent, not ones you request
- Written follow-up on everything past due
- Customer statements sent on a schedule
- Collections calls on aging accounts
We Make the Collections Calls
Almost every bookkeeper will send you an aging report. Very few will pick up the phone and work it. Chasing money is uncomfortable, and it's usually the thing that quietly gets dropped — which is exactly why your receivables stretch.
Written First, On a Schedule
Statements and reminders go out on a defined cadence as accounts age, so nothing sits untouched for a month because it wasn't anyone's specific job.
Then We Call
Real calls to real accounts payable contacts, with the invoice history in front of us. Professional, persistent, and careful — these are your customers, and we handle them that way.
You Get the Escalations
When an account needs the owner's relationship or a harder decision, it comes to you with the full history assembled — not as a vague "this one's late."
Every day of average collection time you cut is cash back in your account. On most books we take over, the receivables aging is the single fastest thing to improve.
You Should Know What Cash Looks Like Next Month
Running AP and AR together means we can tell you what's actually coming and going, not just what already happened.
AR Aging
Who owes you, how long it's been, and which accounts are drifting — sent on a schedule, not on request.
AP Aging
What's coming due and when, so payment timing is a decision you make rather than a deadline that arrives.
Cash Flow Forecast
Expected receipts against scheduled payments and payroll, so you see a squeeze weeks out instead of the morning it lands.
Days Sales Outstanding
How long you're actually waiting to get paid, tracked over time — the number that tells you whether collections is working.
You Decide How Much Authority We Have
Handing over payables is a trust decision. We set it up at whatever level you're comfortable with, and it's written down.
A Weekly Check Run
For most AP clients we prepare a check run once a week in our office — bills entered and coded, terms checked, then a batch built on a predictable day so you always know when payables go out. Electronic payments and ACH are available for vendors who prefer them, or for anything time-sensitive between runs.
Three Levels, Your Choice
Some clients have us prepare the run and handle it from there. Others require every payment be queued for approval before funds move. Some keep execution entirely in-house and use us for coding, scheduling, and vendor management only. All three are normal, and we document which one applies before we start.
Yours or Ours
We work in QuickBooks Online, or in whatever system you already have. If your current process works, we'd rather run it than put you through a migration you didn't ask for — and we'll tell you honestly if we think it's holding you back.
Our team holds Intuit ProAdvisor Elite certification — the top QuickBooks credential tier — so payables and receivables are set up the way the software is actually designed to work.
Industries Where Timing Decides Everything
Some businesses live or die on the gap between paying out and getting paid.
Construction & Contracting
Progress billing, retainage held for months, and material invoices due long before the draw arrives. The widest timing gap of any industry we serve.
Trades & Field Services
High invoice volume, small tickets, and jobs closed in the field that need billing the same week — not whenever the paperwork surfaces.
Medical & Healthcare
Reimbursement cycles you don't control, patient balances that need consistent follow-up, and vendor terms that don't wait for either.
We also run AP/AR for restaurants and hospitality, multi-entity real estate operations, and professional services firms billing by engagement. See all industries we serve.
AP/AR Is Where Your Books Get Messy or Stay Clean
Every bill and every invoice is a transaction that has to land somewhere. When the same team handles AP/AR and the bookkeeping, coding is right the first time, nothing sits uncategorized, and month-end close stops being an archaeology project.
Explore Bookkeeping Services →AP/AR Support Across Texas — and Nationwide
We manage payables and receivables for businesses in San Antonio, Bulverde, Spring Branch, Boerne, and New Braunfels, plus Austin, Dallas–Fort Worth, and Houston. Outside Texas, we work remotely through our secure client portal.
See All Locations We Serve →AP/AR Management — Answered
What owners ask before handing over payables and receivables.
Do you actually pay our vendors, or just prepare the payments?
Either — it depends on how much authority you want to grant, and we document it before we start. In practice, most AP clients are on a weekly check run done in our office, with electronic payments and ACH available for vendors who prefer them or for anything urgent between runs. Some clients have us prepare and execute the run. Others require every payment be queued for their approval before funds move. Some keep execution in-house entirely and use us for coding, scheduling, approval routing, and vendor management.
Will you make collections calls to our customers?
Yes. We send written reminders and statements on a schedule as accounts age, then call accounts payable contacts directly with the invoice history in hand. We're professional and persistent, and we treat them as your customers — because they are. Anything requiring your relationship or a harder decision gets escalated to you with the full history assembled.
What system do you work in?
QuickBooks Online, where our team holds Intuit ProAdvisor Elite certification, or whatever system you're already using. If your current process works, we'd rather run it than put you through a migration you didn't ask for.
Can you handle progress billing and retainage?
Yes. Progress billing on milestone or percentage-complete schedules, retainage tracked separately so it isn't mistaken for collectible receivables, and AIA-format billing where the contract requires it. Construction is one of our core verticals. See our construction services.
How quickly will this improve our cash position?
We won't promise a number without seeing your books. What we can say is that receivables aging is usually the fastest thing to improve on a new engagement, because the common causes — invoices going out late and past-due accounts nobody is working — are administrative and fixable immediately.
Do you handle 1099s and vendor records?
Yes. We maintain vendor records and collect W-9s as vendors are onboarded rather than scrambling in January, then handle 1099 preparation and filing at year end. This is one of the most common things we find incomplete when we take over a set of books.
Our AP/AR is a mess right now. Is that a problem?
No — it's how most engagements start. Unapplied payments, invoices that were never sent, duplicate bills, receivables that are actually uncollectible. We sort out what's real before running it forward. See our cleanup services.
Can we use you for AP/AR only?
Yes, though most clients combine it with bookkeeping because AP/AR is where the transactions originate. When one team handles both, coding is correct at entry and month-end close is dramatically faster. We're glad to do AP/AR standalone and coordinate with whoever keeps your books.
This Is Included in Our Full-Service Package
If you'd rather not manage the pieces, the Full-Service package puts bookkeeping, payroll, AP/AR, and reporting under one team at one flat monthly price. Most clients start with one or two services and move here when the coordination stops being worth their time.
How Long Are You Actually Waiting to Get Paid?
Start a strategy call. Send us your aging report and we'll tell you what we'd do about it.
Start a Strategy Call →
