In the contemporary business world, the process of collecting invoices is one of the main challenges facing companies and institutions, regardless of their size or activity. It is a vital process to achieve financial sustainability and ensure business continuity runs smoothly. As this process becomes more complex, the collection of invoices requires careful regulation and constant effort, and for this reason significant challenges arise for companies and institutions; for example, tracking outstanding invoices and sending them to clients accurately, following up on payments received, dealing with client queries and objections, as well as addressing late payments.
These processes cause excessive costs in terms of time and resources, which makes enterprises and firms face unnecessary financial and regulatory complications.
Here comes the QTahseel service, which will play a crucial role in overcoming these obstacles. It is an optional service integrated into the Qoyod cloud accounting program, which enables local companies and institutions in Saudi Arabia to simplify and significantly improve the billing process. In this article, we will find out how this service works and how it is the best solution to improve the flow of funds and reduce financial risks.
Traditional invoice collection steps
The steps to collect invoices vary according to the nature of the work and type of invoice, but in general, they can be summarized in the following points:
- Prepare the invoice correctly and clearly and include all necessary information, such as the date of the invoice, the name and address of the customer, the name and address of the seller, the elements and deliveries, the unit price and discounts, the total amount, the tax component, the total, signatures, and bank details.
- Send the invoice to the customer as soon as possible after the delivery of the goods or service in the appropriate manner, whether by e-mail, regular mail or by personal delivery.
- Follow up the customer periodically to ensure that he receives the invoice and reminds him before its due date, by calling him by phone or sending text messages or e-mail.
- Provide multiple and flexible payment options for the client, such as online payment, credit card, bank transfer, etc., to facilitate the collection process and increase the chances of prompt payment.
- Confirm receipt of payment from the client and send a receipt for payment, and update accounting records of payments received.
- In the event of late payment by the customer, action is taken to collect such payments, which may include warnings or the use of other means to ensure payment.
Obstacles faced by enterprises in the process of collecting invoices
Some of the obstacles that enterprises face in the bill collection process are:
Lack of a clear and structured accounting system to manage invoices and record payments
This means that the enterprise does not have accurate and up-to-date records on the status of invoices and receipts and the remainder, resulting in a loss of visibility and control over financial performance and cash liquidity and increasing the risk of loss, manipulation, or discrepancies.
- Lack of a specific payment scheduling policy
This means that the enterprise does not establish clear and uniform rules to regulate its relationship with customers with respect to payment terms, such as time limit, payment method, discount rate in case of early payment, or fine rate in case of delay, resulting in mistrust and clarity between the parties and increasing the likelihood of late payment or disputes.
- Lack of multiple and flexible payment methods tailored to client needs
This means that the enterprise does not provide diverse and easy payment options for customers, such as online payment, credit card, bank transfer, or cash, which limits clients’ freedom to choose the appropriate method of payment and makes the collection and confirmation more difficult.
- Lack of effective communication channels with clients
This means that the enterprise does not use modern and rapid communication methods with clients, such as e-mail, text messages, or telephone calls, to send invoices to customers as quickly as possible after the delivery of the goods or service, to make sure they are received by them, and to recall them ahead of schedule, thus delaying the collection process and increasing the chances of the client forgetting or ignoring the invoice.
- Lack of a mechanism to follow up on overdue debts and negotiate with debtors
This means that the institution does not have an action plan to deal with cases in which customers are late in paying bills on time, such as sending alerts, notices, or warnings to debtors, communicating with them to find out the reasons for the delay, and negotiating with them to find mutually satisfactory solutions, such as an installment amount, postponement of the deadline, or reduction of the fine, which leads to the accumulation of debts and increases the risk of non-recovery.
- Lack of a team specializing in bill collection
Here, the organization does not have employees or a department dedicated to the task of collecting invoices from customers who have the necessary skills and experience to deal with cases where the customer refuses to pay the invoice, denies receiving it, or demands its amendment, and who can solve problems and disputes professionally and legally.
The role of the QTahseel service in overcoming these obstacles
This service aims to achieve greater efficiency in the billing process and reduce costs and effort. It provides a range of tools and services that help institutions streamline this complex process. By taking advantage of them, local companies in the Kingdom can benefit from the following benefits:
- Follow up on the status of invoices.
Using the QTahseel service, enterprises can closely track outstanding invoices and determine their actual status in time. This ensures that no bill is missing and that the timing of payment is fully controlled.
2: Manage customer payments
This service helps in processing received payments effectively, enabling financial records to be updated quickly and accurately and routing payments to appropriate invoices.
3: Direct communication with customers
The QTahseel service provides direct means of communication with customers, allowing reminders about outstanding invoices to be sent and their queries to be answered easily.
4: Analysis of financial statements
This service provides the advantage of analyzing the financial statements in detail with regard to the invoice collection process, enabling companies to make strategic decisions based on the data.
5: Time and effort savings
This service helps to save the time and effort required to collect bills traditionally, thereby contributing to greater efficiency and concentrating resources on core business.
Why do you, as a business owner, have to subscribe to the QTahseel service?
Qoyod is an accounting program covering large sectors in Saudi Arabia; the advantage of QTahseel comes as an integral part of this program, which means that it works smoothly with other features of the program to provide a consolidated and integrated accounting experiment.
This new Qoyod service greatly streamlines invoice management processes; institutions can easily issue invoices and send them to clients through the program, saving time and effort, reducing human errors in collection and accounting recording, and increasing the accuracy of the financial statements.
The service was also designed in accordance with the requirements of the Islamic Shariah, making it suitable for institutions in Saudi Arabia.
This service will provide Qoyod customers with features such as creating invoices by automatically attaching a payment link to each invoice, collecting the invoice amount through an accurate and automated payment process, creating a payment receipt, so that Qoyod will take care of the rest, and updating the financial and accounting data upon receipt of payments. Qoyod manages the collection process, updates records, and includes the payment process in the correct papers. Instant reports are generated on all transactions to obtain real-time information on the collection status, and two reports are issued confirming the occurrence of the payment, one when the customer pays the invoice amount and the other when the amount is deposited in the institution’s bank account.
All this is done thanks to the connection between the Qoyod system and the payment system used in this feature.
Benefits of Subscribing to Qoyod Tahseel
Qoyod offers its subscribers two packages to choose from, namely the Basic package and the Advanced package.
The basic package is a distinct option for institutions that seek a simple and effective way to collect their bills, enabling them to create a distinctive payment link in the form of a QR, which redirects customers to the payment portal. This link enables customers to enter their card data and draw the bill easily.
The advance package is appropriate for organizations that want to obtain more allocation and control by submitting specific collection requests to their invoices, with a specialized team performing this function on behalf of the enterprise, including communication with and independent follow-up with clients and ensuring timely and effective payment of invoices.
So we’ve learned about the Qoyod Tahseel service and how it helps organizations issue, track, and collect invoices easily and effectively.
Now that you have a clear view of Qoyod and its features, what are you waiting for? Try Qoyod now for free for 14 days, sign up for Qoyod collection immediately, and start your journey to improving financial management today.