Streamlining Financial Operations: A Detailed Guide to the Automated AR Closing Process

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In any business ecosystem, whether you're a dedicated accounts receivable manager, part of an expansive financial team, or an entrepreneur at the helm of a burgeoning startup, your operations are fundamentally intertwined with a set of meticulously structured processes and the vital information they yield. This holds especially true for the accounts receivable department, where the end-of-month closing process plays a pivotal role in affirming the precision and integrity of your financial statements and, ultimately, your balance sheet. While it may not have the allure of new product launches or ambitious marketing campaigns, a well-executed accounts receivable closing process is integral not only to your finance team's success but also to the prosperity of your entire enterprise.

Historically, the accounts receivable closing process has been seen as a complex, sometimes exasperating necessity demanding time, precision, and acute attention to detail. However, with a firm grasp on its ins and outs, a comprehensive and well-structured checklist, and the backing of state-of-the-art technology, you can ensure your AR closing process is efficient, stress-free, and meticulous without compromising accuracy or completeness.

Overview of the Accounts Receivable Closing Process

As each month draws to a close, businesses need to scrutinize their accounts receivable to ascertain that all transactions occurring within that period have been correctly recorded and reconciled. This scrutiny is vital for maintaining organized, accurate, and complete accounting data, subsequently facilitating a multitude of other accounting procedures, including future month-ends and the all-important year-end close.

When you successfully close your books, your organization stands to gain in multiple ways:

  • It secures accurate, exhaustive, and up-to-date financial records.

  • It provides the necessary context for data-driven decision-making.

  • It eases the task of tax filing.

  • It highlights potential weaknesses and suggests ways to drive improvements.

  • It makes auditing a smoother experience.

Carrying out a successful accounts receivable closing process requires collating some key information. Fortunately, technological advancements like the comprehensive AR management solutions offered by Tesorio have simplified this process. Tesorio’s solution is cloud-based and mobile-friendly, offering you transparent access to all your receivables data. By facilitating data analysis and process automation, it aids you in achieving consistent improvements while enhancing the accuracy and completeness of all your financial records, including crucial accounts receivable reports, which form the backbone of your strategic financial planning.

Every organization is unique, and what's apt for a multinational conglomerate may not suit a small business. That said, a successful AR closing process generally requires the following:

  • Total revenue

  • Bank account details

  • Inventory levels

  • Outstanding invoices and client details

  • Financial statements

  • Balance sheets

  • General ledger

Remember, the specifics of your procedures might differ based on your industry, accounting methods, and the technology at your disposal. If you're utilizing a cloud-based, automated solution like Tesorio, these data sources will already be connected, organized, and ready for real-time access and analysis as required.

The more comprehensive and accurate your financial statements are:

  • The higher the likelihood of an accurate trial balance,

  • The more meaningful the insights they’ll unveil,

  • The better informed you’ll be when developing strategies and making crucial business decisions.

By embarking on this journey towards streamlined accounts receivable management, you're not just improving a process; you're transforming your organization's financial health and operational efficiency. So, let's dive in.

Steps Involved in the Accounts Receivable Closing Process and Their Importance

Managing the accounts receivable closing process is more than just a financial routine; it's a strategic operation that influences your organization's cash flow, business decisions, and overall financial health. Here’s a breakdown of the main steps involved in the A/R Closing Process: Invoicing, Collection, Depositing & Posting, Reconciliation, and Reporting.

Step 1: Initiate Invoicing

To start the accounts receivable closing process, you must gather all relevant financial data, including the details of the products or services delivered and their respective payment terms. These invoice details form the foundation for the entire accounts receivable cycle. It is also an opportunity to introduce the Collections team to the client before issues arise and build a strong relationship. “The best time for the A/R team to introduce themselves to the client is before emergencies arise. Having a strong relationship from the beginning can facilitate the process of collections later,” mentioned Carlos Vega, co-founder and CEO of Tesorio, in a recent video.

Note for Tesorio users: If you use an automated A/R automation tool like Tesorio, the software may assist in gathering all relevant financial data, including the details of the products or services delivered and their respective payment terms.

Step 2: Activate Collection

Once the invoicing details are in place, the next step is to activate collection. This requires more than just passively awaiting payment. It involves active dunning follow-ups, clear communication, and swift resolution of payment disputes. Tip: If you followed our recommendation of introducing yourself right away and building a relationship right after invoicing, you’ll have an easier time at this step.

Note for Tesorio users: Tesorio can automate active follow-ups and clear communication for collections, making the collection process more efficient.

Step 3: Deposit and Post

When payment is received, it needs to be deposited in the bank and posted against the appropriate invoice in the accounting system. This step aligns your financial records with the actual transaction and makes sure your bank balance matches your reported income.

Note for Tesorio users: While the physical depositing of payments may not be automated, Tesorio can automate posting payments against the appropriate invoice in the accounting system, aligning your financial records with the actual transactions.

Step 4: Reconcile Records

After depositing and posting the payment, reconcile bank statements with accounting records. Cross-checking data with receipts and bank statements helps find and fix errors like missed payments and double entries. Financial statement accuracy requires regular and thorough reconciliation.

Note for Tesorio users: Tesorio definitely shines in this step, as it automates the reconciliation of bank statements with accounting records. It assists in finding and fixing errors like missed payments and double entries, ensuring financial statement accuracy.

Step 5: Create and Review Reports

The preparation and examination of financial reports is the last stage of the accounts receivable closing procedure. These reports give an overview of the transactions for the given time period and show trends in customer payments. These details not only provide an accurate picture of the financial health of your company but also become the basis for financial forecasting and strategic decision-making.

Note for Tesorio users: Tesorio can also automate the creation of financial reports, providing an accurate picture of the financial health of your company and laying the groundwork for financial forecasting and strategic decision-making.

A carefully executed accounts receivable closing process helps in maintaining a healthy cash flow and managing your company's credit risks. By reducing your Days Sales Outstanding (DSO), you can free up capital tied up in outstanding invoices, improving your company's liquidity and its ability to invest in growth opportunities. Moreover, the insights you gain from the AR closing process help identify trends and reveal potential issues before they occur.

AR Closing Process Checklist

In summary, here is a detailed checklist to help guide you through this process:

  • Invoicing: Ensure all invoices have been sent out and posted to the appropriate customer accounts.

  • Collection: Actively follow up on all outstanding receivables and document the results.

  • Depositing and Posting: Ensure all collected payments have been promptly deposited and accurately posted to the relevant customer accounts.

  • Reconciliation: Verify all transactions, comparing internal financial records with external statements (like bank statements) to identify and correct discrepancies.

  • Reporting: Generate final financial reports, which should provide a comprehensive overview of the current state of accounts receivable.

How Can Tesorio Help in Your Accounts Receivable Closing Process with Automation?

An accurate closing process ensures that all transactions are properly recorded, payments are posted against the right invoices, and discrepancies are promptly addressed.

In our conversations with customers and various finance professionals, we've frequently heard that internal scrutiny and the need to consolidate data for financial statements are often the primary causes of delays in the AR closing process.

Switching to a tool like Tesorio can not only help you reduce errors but also enable a shift from a traditional period-end closing process to a continuous one, eliminating the need to wait until the last minute to complete all the work.

Powered by AI, Tesorio reduces the time needed for data compilation and reconciliation, facilitating ongoing closing processes that save time and prevent delays.

To see how Tesorio can transform your AR closing process, reach out to us for a personalized demo.

Are you ready to embark on your journey to improve your financial operations?