How Does It Work?

You will have a dedicated account manager who gets to know you and your business and will liaise with you and your team to solve any queries.

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Management of Purchase Invoices

You will have a dedicated account manager who gets to know you and your business and will liaise with you and your team to solve any queries.

  • Dropbox – we can share Dropbox folders so that you can upload any invoices as they arrive. We will then process them and file them in tidy sub-folders so that you develop your own filing system.
  • Google Drive – we can also share Google Drive folders to work in the same way as Dropbox.
  • Email – if you have an accounts@ email address that invoices can mailed to, then we can get access to the email account and pick up invoices directly.
  • Post – for those suppliers who still only send invoices by post, either ask them to re-direct to us, or scan and upload them to Dropbox or Google Drive, or pop them in the post to us.

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Bank Reconciliations

In order to carry out bank reconciliations, we will need access to the various bank accounts (including Paypal, Amazon and merchant accounts). We’ll ask you to set up read only access for these accounts so that we can get the data we need quickly. Most current account providers have the ability to do this and we work with most of them already.

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Accounts@ Email Management

If you have an accounts@ email address then as well as picking up invoices we can also liaise directly with suppliers about any invoice or payment queries, deal with any finance based customer queries (e.g. sending copy invoices), or direct other queries to the relevant member of your team. All while looking as if we are part of your team.

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Debtor Management

As part of the debtor management service we will agree a series of emails to be sent out to late paying customers at various intervals. We will then check the customer accounts each week, see what action is needed, check there are no ongoing service issues and compile a list of actions to be taken. We will double check this with you, and then email the customers accordingly. Where a customer requires copy invoices or further information then we will deal with this.

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Supplier Payment Management

We will agree the payment cycle with you and then use online banking to set up supplier payments on a regular basis. Depending on your bank, you can set up levels of authorisation required so that the payments are either processed automatically or are sent to you for authorisation.

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HMRC

If we need to submit VAT returns or EC Sales Lists, then we will request agency status with HMRC. This means that we will be able to talk to them on your behalf and deal with any queries.

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