5 Subtle Mistakes That Make AR Chasing Harder (and How to Avoid Them)
CollectFast Team
5 min
READ
Subtitle: Gentle shifts for getting paid sooner—no stress, just sharper habits.
Author: CollectFast Team
Date: October 28, 2025 · 5 min read
Why This Matters
Nearly every founder or finance lead running on QuickBooks has spent too much time chasing payments that should have just… arrived. If you've ever stared at your "Aging Receivables" and wondered why some invoices gather dust, chances are it's not your effort—it's a handful of sneaky mistakes most of us slip into, even with the best intent.
"It's not about working harder. It's about clearing the tiny hurdles that slow cash down."
1. Letting "Just One Follow-Up" Be Your Only Plan
A gentle nudge is great. But if you're sending a single reminder, you're missing the magic of sequence. Most invoices need two or three well-timed prompts before they close out. The key? Build a rhythm: one before due, one after, and, if needed, the "still outstanding" note—always friendly, always expected.
2. Copy-Pasting the Same Reminder Each Time
Clients tune out repetition. If each follow-up looks identical, it blends into inbox noise. Adapt your reminders: try "polite but urgent" for round two, or a quick bullet list summarizing what's outstanding. Sometimes, just reshuffling your words gets you bumped up the to-do list.
3. Hiding Payment Instructions in the Fine Print
Not everyone will scroll back to page one or dig through attachment footers. Make payment instructions obvious every time. Hyperlink payment options, re-state account details, or use bold for the "Pay Now" button.
"Don't assume they remember last month's routing info—most don't."
4. Ignoring Customer Payment Patterns
Some clients always push to the last minute, others pay as soon as the email lands. Let your system learn: flag chronic laggards with a slightly firmer tone, and nudge your prompt payers with a quick thank you. Pattern recognition keeps things friendly but clear.
5. Leaving It All Unsystematized
When collections depend on memory or sticky notes, follow-up falls through the cracks—especially on busy weeks. Schedule a weekly AR review slot. Use automation to handle the reminders, so your main job becomes oversight, not relentless chasing.
The Subtle Power of Fixing Small Mistakes
Cleaning up these small habits works like compound interest—the sooner you fine-tune, the more predictable and boring your receivables will feel (and that's a good thing).
"Collections should be background music, not a recurring alarm."
Suggested Actions for This Week
Check your reminder sequences: are you sending at least three, automatically?
Update invoice templates to show payment details up front.
Note your client payment averages: who needs gentle, who needs firm?
Schedule a fixed "receivables check-in" slot each week.
Try CollectFast's ready-made AR reminders for a gentle, automatic fix.
Ready to make AR feel lighter?
See how CollectFast automates the small stuff →
CollectFast gives your reminders a system and your cash flow a rhythm— so collections become almost effortless. Seamless QuickBooks integration across US, UK, Canada, Australia, South Africa.
