Accounts Receivable Automation

Accounts Receivable Automation

Reduce days sales outstanding & cut time from the invoice to payment without extra effort from your team.

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Streamline Your Business Processes With AR Automation

Are your accounts receivable workflow processes slowing down your turnover time? Are you looking for a way to improve your processes and reduce days sales outstanding (DSO)? Look no further than Vanguard Systems’ enterprise accounts receivable automation software.

Vanguard Systems’ AR automation solution is a platform-agnostic system that can help your business cut the time from invoice to payment substantially. The system effectively helps you manage your accounts by automating repetitive tasks and allowing your team to focus on revenue-building work like collections and customer relationship maintenance.

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What Is an Accounts Receivable Automation System?

An accounts receivable automation system (an “AR automation system” for short) is essentially software that assists with and tracks AR functions. For example, a simple invoice triggers the beginning of the accounts receivable process. Our accounts receivable management system allows for invoice upload. Once the invoice is uploaded, our accounts receivable automation converts it into a workflow task. Here’s a look at how the full accounts receivable automation system and process works.

invoice capture icon

EliteForm Captures AR Invoice

1. Invoice Capture and Archival

The AR automation process triggers when EliteForm monitors and captures an AR invoice from the ERP/Core Account Application. Once the accounts receivable automation system captures the invoice, it archives the invoice to Vanguard ECM (IMS/21). The AR automation process can be set up for rendition billing that appends support documents to each invoice.

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Automatically Send Invoice Email to Client

2. Client Communication

Once the accounts receivable management system captures and archives an invoice, it automatically sends an invoicing email to the relevant client. Client email addresses can be maintained in either the customer master file or in the workflow itself. The AR automation system can also enable the printing of physical invoices for any clients who cannot or will not accept invoices by email.

Workflow Automation

Every invoice that enters the accounts receivable automation system becomes a specific workflow task that is tracked by the invoice’s age. Users can create defined tables that allow for automated collection policies that take into account the client and the age of the invoice. Once those defined tables are created, an invoice that enters the automation system might follow a path like this:

1. Late Notice

The system sends a late notice email to the client, including a copy of the open invoice. The messaging in this late notice can be customized to meet the needs of the users while prompting the client to take specific action. Again, invoices are tracked by age, and this the AR automation system may be configured so that this initial late notice goes out on Day 31 or at a similar relevant time.

2. 45-Day Notice

3. 60-Day Notice

4. Credit Hold Notice

The AR automation system also allows for credit hold warnings and then eventual credit hold flags in the ERP system. Two-way communication means that the ERP can also push credit hold flags to the accounts receivable automation system, enhancing overall communication and versatility.

5. Collection Email

The accounts receivable automation system also allows for ongoing collection emails. If the initial notice and contact fail to prompt the client to take action, the style and cadence of these collection emails can be customized. Email replies are directed to a group mailbox specifically for AR issues. Users are able to drag and drop the email into the workflow for tracking purposes.

AR Clerk Review:

AR clerks are able to monitor the workflow/invoice throughout the process, taking action, making notes and comments and sharing the open invoice with other team members as needed until the payment is received or otherwise resolved. The system can be configured to trigger follow-up calls at certain intervals after that initial notice goes out. For different invoices and workflows, this process will take varying amounts of time — but the AR automation system can help manage the entire process.

Why Use Vanguards Accounts Receivable Management System?


The Vanguard System manages your AR invoices from creation to payment. It manages alerts, notices and documentation. This is made even easier by Vanguard’s platform-agnostic setup, which means the software will work on any system and integrate with any software platform your company uses. No matter your primary software, our accounts receivable automated system will help you get paid for your goods and services faster while cutting back on labor costs.

A few of the key functions of the Vanguard AR processing software include:

  • Email Invoices: While paper invoices tend to arrive within three to five days, emailed invoices arrive the same day as sent, cutting back your turnover time by three to five days and opening communication with your customer.
  • Visibility: The AR system is organized intuitively, improving visibility and control. It also allows AR clerks to categorize invoices by age or by client.
  • Snapshots: Each invoice task includes all the information needed for AR and customer service. Each view contains supporting information including invoice details, customer information, the invoice, BOL, shipping documents, payment options, comments and task age. All of this is available in a single view for convenience.
  • Communication: On top of email invoices, clerks can email support documents straight from the workflow and upload communications from customers into the workflow. This helps improve customer relationships and communication while also serving to expedite payment.
  • Reporting: Easily and quickly set filters for ad-hoc reporting and export your report to an MS Excel Spreadsheet.

With Vanguard’s accounts receivable system automation software, your business can successfully accelerate your cash flow, reduce your average days sales outstanding (DSO), reduce labor costs, streamline your invoice management systems and improve your customer relationships overall.

Companies of all types and sizes have experienced these benefits, including engineering, manufacturing, telecommunications, healthcare and retail businesses both large and small. No matter your organization’s size or industry, Vanguard’s accounts receivable management system can help your business thrive as well.


Demo Vanguard Systems Software Today

Interested in learning more about Vanguard Systems and our accounts receivable automation software? See it for yourself with a free, no-obligation demonstration. We want you to see it in action so you can understand how your business can benefit from this incredible software system. Schedule your demonstration today or learn more about Vanguard AR automation solutions by calling 800-445-1418 or contacting us online now.

Request a Demonstration

See How Vanguard Systems Software Works Today

The best way to see how Vanguard Systems software works to protect and maximize the efficiency of your business is to see it in action for yourself. We want every business to be able to benefit from our services, so we’re happy to offer a free, no-risk, no-obligation demonstration of what we can do. To schedule your demo or discuss any of our software applications, call (610) 891-7703 or contact us online now.