Bills & Payments
We track your vendor invoices, schedule payments, and keep records so nothing falls through the cracks and your vendors get paid on time.
What This Is
Every business has bills. Rent, utilities, suppliers, contractors, subscriptions, insurance. They arrive by email, paper mail, and sometimes just a text from a vendor asking when you’re going to pay. Someone needs to keep track of all of it.
This service handles your accounts payable from start to finish. We receive the invoices, enter them into your system, track due dates, schedule payments, and maintain records of everything that goes out. You approve what gets paid and we handle the rest.
The Work
The Work
We collect invoices from all your sources and enter them into your accounting system. Each bill gets coded to the right expense category. Due dates are tracked. Payments are scheduled based on your cash flow and payment terms. You get a list of what’s due for approval before anything goes out.
The Records
The Records
Every payment is documented with a clear history of what you paid, when you paid it, and which invoice it covered. When a vendor claims they never received payment or sends a duplicate invoice, you have the records to sort it out in minutes instead of digging through bank statements.
Why This Matters
A contractor we work with was juggling payments across three email accounts and a stack of paper on his desk. He missed a materials supplier payment by two weeks. The supplier put him on credit hold right before a big job. He had the money to pay. He just lost track of the bill in the pile.
Late payments cost more than just late fees. They damage vendor relationships and your credit terms. Pay a supplier late enough times and you lose your net-30 terms. Now you’re paying COD for materials while your competitors get 30 days to pay. That’s a real disadvantage in a cash-intensive business.
Hidden Costs
Hidden Costs
Late fees are obvious but they’re not the only expense. Some vendors offer early payment discounts of 1 or 2 percent. Miss those discounts consistently and you’re leaving money on the table. Add in the occasional duplicate payment when you forget what you already paid and the costs compound fast.
The Mental Weight
The Mental Weight
Unpaid bills create background noise in your head. That feeling that you forgot something. The anxiety when a vendor calls and you’re not sure if you paid them. The scramble at month-end to figure out what’s outstanding. It’s exhausting in a way that doesn’t show up on a timesheet.
What Changes
Bills stop piling up. Every invoice gets entered when it arrives and tracked until it’s paid. You know exactly what’s due this week, next week, and next month. No more surprises when a forgotten bill surfaces and now it’s past due with penalties attached.
Your vendors get paid on time. Your credit terms stay intact. When someone calls asking about a payment, you have an answer within minutes instead of promising to look into it and then forgetting. The whole system runs without you having to carry it in your head.
Cash Flow Clarity
Cash Flow Clarity
You see what’s coming before it hits your bank account. When you know that $8,000 in bills is due next Tuesday, you can make sure the money is there. You can time your invoicing or delay a non-urgent expense if needed. You manage cash flow proactively instead of reactively.
Time Back
Time Back
Entering bills, tracking due dates, writing checks, recording payments. It all takes time. Maybe two or three hours a week for a typical small business. Over a year that’s 100 to 150 hours you could spend on work that actually makes money or just being present for your life outside the business.
San Diego's Small Business Bookkeeper
The Next Step:
A Short Conversation
A quick call to tell us about your business. We'll listen, answer your questions, and give you a clear price quote.
