BPO Service
Accounts receivable outsourcing with client-owned credit rules
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A trained AR team works your aging buckets to your terms. You keep credit limits and write-off authority.
Direct answer
Actigy BPO provides accounts receivable outsourcing as a Prague-based nearshore business process outsourcing (BPO) company. Accounts receivable (AR) tasks include invoicing, cash application, first-party collections, disputes and reporting. The team measures days sales outstanding (DSO) against an agreed baseline. You keep credit limits, write-offs and legal escalation. A process audit and paid pilot test the workflow before volume increases.
Describe your account segment, workload and required coverage. Review the written scope before deciding on a pilot.
At a glance
Accounts receivable outsourcing at a glance
| Service | Invoicing, cash application, first-party reminders, dispute administration and AR reporting |
|---|---|
| Who it serves | Business-to-business (B2B) finance teams and controllers with growing receivables |
| Delivery locations | Bulgaria, Romania, Poland and Ukraine; actual locations agreed in writing |
| Coverage | Business hours to 24/7, agreed per engagement and customer contact policy |
| Pricing | Per full-time equivalent (FTE) by role after the process audit |
| Start | Paid pilot, usually 2 to 4 weeks after the process audit, subject to readiness |
Key takeaways
- Every Actigy BPO engagement starts with a process audit and a paid pilot.
- With Actigy BPO, the client owns the standard operating procedures (SOPs), which keeps switching costs low.
- Measure aging, unapplied cash, disputes and complaints before transferring accounts.
- Credit decisions, settlements, write-offs and legal action stay with your team.
How Actigy BPO runs accounts receivable
Actigy BPO operates the agreed account segment inside your enterprise resource planning (ERP) or billing system. Operators follow approved terms, contact rules and escalation paths. A team lead oversees the queue, with maker-checker quality assurance (QA) and sampling of completed work.
Invoicing and billing
Prepare invoices and re-billing against approved terms, dates and source records. Route changes outside the rules for client approval.
Cash application
Match incoming payments to invoices, including partial payments and remittance records. Record unmatched cash for review.
First-party collections and dunning
Send client-approved reminders by aging bucket. Record contacts, responses and payment promises in the client's system.
Disputes and deductions
Log source records, assign an owner and follow up on open items. The client approves settlement or adjustment.
Credit-risk preparation
Prepare account records and reviews for client decisions. Operators do not set credit limits or change credit policy.
Reconciliation and reporting
Reconcile customer accounts to the AR ledger. Prepare aging, DSO and open-item reports for review.
What does cash application outsourcing include?
Actigy BPO matches payments to invoices under the client's cash allocation rules. Staff send partial payments, missing remittances and disputed deductions for review. The client approves unclear matches and any ledger change outside the agreed rules. Track how quickly and accurately cash is applied, along with the balance still waiting for a match.
How does AR outsourcing reduce DSO?
Actigy BPO targets delays in billing, cash application, follow-up and dispute routing. DSO tracks receivables, but customer behavior and sales mix also affect it. Compare the same account group and reporting method before and after the pilot. Record changes in payment terms and disputed balances as separate causes.
Establish the baseline before transferring accounts
- Select comparable accounts. Fix the account group, invoice types and reporting period.
- Confirm the calculation. Obtain finance approval for the DSO method and included receivables.
- Record the starting state. Capture credit terms, sales mix, invoice errors, disputes and unapplied cash.
- Measure the pilot. Compare the same definitions and separate processing changes from customer payment behavior.
A faster reminder does not resolve a disputed invoice or change a customer's terms. Review invoice delays, cash application and dispute age alongside DSO. The separate payable case cited below reports no AR result.
AR metrics and service levels
| Metric | Definition to agree | Review owner |
|---|---|---|
| DSO | Days of sales held in receivables, using the client's approved method | Client finance owner |
| AR within terms | Share of included receivables not past their agreed due date | Client credit owner |
| Cash application time | Time from receipt and remittance availability to applied cash | Team lead |
| Cash application accuracy | Correct cash allocations divided by reviewed allocations | QA reviewer |
| Unapplied cash | Value and age of received cash not matched to invoices | Client reconciliation owner |
| Dispute cycle time | Time from logged dispute to the agreed resolution endpoint | Client dispute owner |
| Promises kept | Payment promises met by the agreed date, using written inclusion rules | Client credit owner |
Define key performance indicators (KPIs), targets and exclusions in the service level agreement (SLA). Review complaints and contact-policy exceptions alongside reminders. Monthly business reviews connect defects, root causes and staffing to the baseline. More contact attempts do not count as success by themselves.
Can you outsource B2B collections without a collection agency?
Actigy BPO provides first-party AR work under the client's name, credit policy and approved contact rules. The team sends reminders and records disputes; it does not buy debt or legally pursue charged-off balances. A collection agency has a different scope. Keep third-party recovery or legal instructions separate from routine AR work.
| Decision | Actigy BPO first-party AR team | Collection agency | In-house team |
|---|---|---|---|
| Daily management | Team lead manages the scoped queue | Agency manages its assigned recovery scope | Client manager |
| SOP ownership | Client owns contact and processing rules | Confirm agency rules and authority | Client owns the rules |
| QA | Maker-checker review and sampling | Confirm contact and complaint controls | Client designs the review process |
| Coverage | Agreed shifts and approved contact hours | Agency's contracted coverage | Client schedules staff |
| Start | Process audit and paid pilot | Account placement under agency terms | Hiring, access and training |
| Pricing | Per FTE by role | Confirm fee model and recovery charges | Payroll and operating costs |
| Exit and handover | Current SOPs, account notes and dispute register | Check account-return and record terms | Internal knowledge transfer |
The client approves credit limits, write-offs, settlements and legal escalation. Contact rules define allowed channels, timing, tone and complaint handling. Outstaffing is also available when the client directly manages assigned operators instead of a managed queue.
Does Actigy BPO use AI for receivables?
Actigy BPO uses artificial intelligence (AI) only for tasks approved in the written scope. These may include reading remittances, suggesting matches, drafting reminders and tagging disputes. A person reviews every exception. The client first approves the rules and permitted data use. AI cannot approve credit or payments.
Review where records are processed, which fields are available and which outputs require approval. Unclear payments, disputed deductions and contact-policy exceptions stay in a human review queue. The work log records what changed and who approved the next action.
How does nearshore AR outsourcing in Europe work?
Actigy BPO teams in Central and Eastern Europe cover the full UK business day and the US morning. Match the proposed shift to customer contact windows and your finance team's review times. Agree later hours and extended coverage in the written scope, with named delivery locations.
Actigy BPO delivers from teams in Bulgaria, Romania, Poland and Ukraine. The first three countries are European Union locations; Ukraine is outside the European Union. Agree actual work locations, subprocessors, access and transfer terms before sharing account or payment records.
ISO 9001-aligned quality management. Aligned, not certified. SOC 2-aligned controls: role-based access, logging and segregation of duties. Aligned, not audited. The data-processing terms and nearshore versus offshore guide support the location review.
How Actigy BPO starts an AR pilot
Actigy BPO pilots one account segment or aging bucket with available records, approved contact rules and a named client owner. The starting baseline includes invoice accuracy, unapplied cash, disputes, complaints and aging. Acceptance thresholds determine whether additional accounts move.
- Audit the accounts. Review volumes, payment terms, systems and unresolved disputes.
- Write the rules. Confirm contact policy, allocation rules, permissions and escalation owners.
- Train and pilot. Prepare operators and run the paid pilot with increased QA sampling.
- Accept and scale. Review comparable results, correct defects and obtain approval before expanding.
Start timing depends on access, training and client approvals. Review the pilot and handover method for ongoing reporting and exit documentation.
Choosing an accounts receivable outsourcing team
Actigy BPO fits when an AR queue has repeatable work and an available finance owner. Common starting problems include rising unapplied cash, open deductions, missed reminders and a month-end reconciliation backlog. Check the cause before choosing the operating model.
Ready for a pilot
- Stable account volumes and accessible invoice records.
- Approved credit terms and contact rules.
- Named dispute, allocation and complaint owners.
- Consistent baseline definitions and retained client approvals.
Resolve before transferring work
- Missing source records or contradictory balances.
- Undefined settlement or write-off authority.
- Requests to purchase debt or pursue legal recovery.
- Unapproved system access or processing locations.
Actigy BPO is not the right fit when the work requires debt purchase, legal recovery or transferred credit authority.
Related order-to-cash and finance operations
Scope the handoff to accounts payable, finance and accounting or back office operations separately. Ecommerce operations need approved rules for billing, deductions and customer records.
The software company's accounts payable and month-end close case is first-party finance operations evidence. It is not an AR or DSO case. Results come from anonymized client engagements, are reported by Actigy BPO and are not independently audited. Results depend on scope.
How is accounts receivable outsourcing priced?
Actigy BPO prices most services per full-time equivalent (FTE) by role and sends a written quote after the process audit. Account volume, contact frequency, remittance details and disputes determine staffing. The quote prices the team, not a share of recovered debt or a promised DSO reduction.
Include supervision, QA, systems and retained finance time when comparing costs. Use the cost-per-transaction guide, outsourcing cost guide and cost calculator with consistent workload assumptions.
FAQ
Frequently asked questions
What is accounts receivable outsourcing?
Accounts receivable outsourcing assigns agreed billing and post-sale receivables tasks to an external team. Actigy BPO provides invoicing, cash application, first-party reminders, dispute administration and reporting within the client's rules. The work stays inside approved systems with recorded contacts and exceptions. Your finance team retains credit limits, settlements, write-offs and legal escalation. A defined account segment and starting baseline make the pilot measurable.
What is the difference between AR outsourcing and a collection agency?
First-party AR outsourcing administers receivables under the client's name and approved credit rules. Actigy BPO provides first-party administration, not debt purchase or legal recovery. Routine AR work includes billing, cash application, reminders and dispute records; it does not require selling debt or transferring legal authority. Keep third-party recovery instructions separate. Confirm who contacts customers, which rules apply, how complaints escalate and what records return when the engagement ends.
Which AR tasks can be outsourced?
Invoicing, re-billing, cash application, first-party reminders, dispute administration, account reconciliation and aging reports can form an outsourced AR scope. Credit-risk information can also be prepared for client review. The written scope names eligible accounts, source systems, contact rules and exception owners. Credit limits, write-offs, settlements and legal action stay with your team. Start with a coherent account segment instead of transferring unrelated unresolved balances.
How does AR outsourcing reduce DSO?
Actigy BPO addresses operational delays in billing, cash application, reminders and dispute routing that affect receivables. Measure DSO with the client's approved calculation and a comparable account segment. Record payment terms, sales mix, disputes and customer behavior alongside the result. Better processing does not determine when every customer pays. The pilot tests changes against the starting baseline without importing results from unrelated payable engagements.
Which AR metrics should you track?
Actigy BPO reports agreed AR metrics including DSO, receivables within terms, cash application time and accuracy, unapplied cash and dispute cycle time. Payment promises kept add context to follow-up activity. Define each denominator, period, exclusion and review owner before the pilot. Track complaints and policy exceptions as quality measures. No single collection metric replaces an accurate ledger, comparable scope and controlled customer contact.
Does Actigy BPO use automation or AI in accounts receivable?
Actigy BPO uses automation or AI only where the written scope approves it and humans review every exception. Possible approved tasks include remittance reading, matching suggestions, reminder drafts and dispute tagging. The client approves data access, processing boundaries and operating rules before use. Ambiguous allocations and disputed deductions remain review items. Automation does not authorize credit limits, write-offs, settlements or legal escalation.
How is accounts receivable outsourcing priced?
Actigy BPO quotes most receivables work per FTE by role after the process audit. Staffing follows account volume, contact frequency, payment and remittance complexity, disputes and required coverage. The price covers operating capacity rather than a promised recovery percentage. Compare quotes using the same accounts, contact rules and retained approval effort. Pilot findings inform the decision to add capacity or expand the account segment.
Outsource the process. Keep control of the outcome.
Share account volumes, aging buckets and approved contact rules. Review the controls and staffing before deciding on a paid pilot.
Describe your workflow, volume and required coverage. You decide on a pilot after reviewing the written scope.
Scope a pilot
What happens next
The team reviews the workflow before proposing a written scope. You decide whether to start a paid pilot after reviewing it.