Accounts Receivable Checklist for Small Businesses

TL;DR: Managing accounts receivable well is the difference between cash in the bank and cash on paper. This checklist covers the actions every small business should take, before, during, and after invoicing, to stay on top of collections and cut overdue invoices.

Before you invoice

• ☐ Confirm payment terms in writing before work begins
• ☐ Verify client contact details and correct billing entity
• ☐ Check whether the client needs a purchase-order number
• ☐ Agree invoicing milestones for larger projects

When you invoice

• ☐ Invoice immediately on delivery of goods or services
• ☐ Include a specific due date ("Due 14 March 2026"), not "Net 30"
• ☐ Itemise clearly, vague invoices cause queries and delays
• ☐ Include payment details (bank account, BPAY, or payment link)
• ☐ Attach supporting documents if required (timesheets, delivery notes)
• ☐ Send to the right person, accounts payable, not just your contact

After you invoice

• ☐ Friendly reminder 3–5 days before the due date
• ☐ Follow up within 3 days of the due date if unpaid
• ☐ Escalate at 14 days overdue, phone, not just email
• ☐ Formal overdue notice at 30 days
• ☐ Consider pausing further work at 60 days overdue
• ☐ At 90+ days, assess collections agency

"Most overdue invoices aren't disputes, they're drift. A fixed follow-up rhythm, written into the way you work, collects more than any single stern email ever will."

Shane, Head of Growth, FundTap

Weekly AR habits

• ☐ Run your debtor ageing report every week
• ☐ Review the 30+ day column, who needs follow-up?
• ☐ Track Days Sales Outstanding (DSO) monthly
• ☐ Note repeat late payers and consider adjusting terms

Structural improvements

• ☐ Offer multiple payment methods (transfer, card, direct debit)
• ☐ Consider deposits or upfront payments for new clients
• ☐ Use automated reminders in Xero, MYOB, or QuickBooks
• ☐ For persistent 30–60 day gaps, use invoice finance to access funds now

Bridging the gap

Even excellent AR management can't remove the timing gap that payment terms create. If customers consistently pay on 30+ day terms, invoice finance lets you access that cash immediately. With FundTap you choose which invoices to fund, receive an advance within hours (median first fund: 3 days from sign-up; FundTap data, 2026), and pay a single fee from 4%, no monthly fees or lock-in. The selective model keeps risk low, with a 0.71% loss rate (FundTap, BNZ presentation 2025).

See how FundTap works → Rated 5★ on Google (117 reviews) · 4.9★ on the Xero App Marketplace (107 reviews).

Frequently asked questions

What is accounts receivable?

The money customers owe your business for goods or services already delivered but not yet paid for. Managing it well keeps cash flowing.

How can I reduce overdue invoices?

Agree terms in writing, invoice immediately with a specific due date, send reminders before and after the due date, and follow up on a fixed schedule.

What should be on every invoice?

A specific due date, clear itemisation, your payment details, the correct billing entity and recipient, and any required supporting documents or PO number.

How often should I review accounts receivable?

Run your debtor ageing report weekly and track DSO monthly, so you catch overdue invoices early when they're easiest to collect.

When should I escalate an overdue invoice?

Follow up within 3 days of the due date, escalate to a phone call at 14 days, send a formal notice at 30 days, and consider a collections agency past 90 days.

How does invoice finance fit with good AR management?

It removes the timing gap that remains even with strong collections, FundTap lets you access the value of outstanding invoices within hours instead of waiting for 30+ day terms.