What does outsourced accounts receivable cost?
The honest answer depends on what you need someone else to own. Software that organizes follow-up, guided setup for your team, and hands-on weekly accounts receivable leadership are different services and should not be priced as though they are interchangeable.
By Robb Seal, founder of Get Paid Utah. Published August 13, 2026. Pricing updated September 6, 2026.
Get Paid Utah pricing at a glance.
These are the prices currently published on the main website. The right level depends on who will run daily follow-up, how much setup is needed, and whether the owner wants hands-on weekly accounts receivable leadership.
| Option | Published price | Best fit |
|---|---|---|
| Starter · Self-serve | $0 for 14 days with no card required. Then $99 per month only if you choose to subscribe. No setup fee. | An owner who wants the system and will manage follow-up independently. |
| Founding Platform | $199 to get started, including standard setup, opening import, training, and the first 30 days; then $149 per month beginning on day 31. | An owner or office manager can handle daily follow-up after the workflow is configured. |
| Managed Receivables | Starting at $299 per month, plus 7.5% of specifically enrolled overdue invoices actually recovered. Dashboard and standard setup included. | The owner wants Robb to handle agreed customer follow-up, payment blockers, promises, next actions, expected-cash reporting, and coordinated escalation. |
How the Managed Receivables success fee works
The percentage applies only to specifically enrolled overdue invoices that are actually recovered, not every customer payment. The agreed monthly base remains due if nothing is recovered, with no success fee. A free assessment establishes the proposed scope and quote; the engagement agreement confirms both before work begins. Service is month-to-month.
See the total fee for a month.
Managed Receivables starts at $299 per month plus 7.5% of specifically enrolled overdue invoices actually recovered. These examples use the $299 starting base and assume the listed recovery amount has cleared in the same month. Your written quote confirms the base for your scope.
| Eligible cleared recovery | 7.5% success fee | Total monthly fee |
|---|---|---|
| $0 | $0 | $299 |
| $5,000 | $375 | $674 |
| $10,000 | $750 | $1,049 |
| $20,000 | $1,500 | $1,799 |
The calculation starts with eligible cleared payments.
These are illustrative fee calculations, not projected recoveries or a return-on-investment claim. A payment promise is not a cleared payment. Cash already owed is not automatically additional revenue created by the service. If no eligible invoices are recovered, the fee at the starting scope is $299 and the success fee is $0. The engagement agreement confirms invoice eligibility and scope before work begins.
Cost follows responsibility, volume, and account complexity.
Two companies with the same total accounts receivable balance can require very different amounts of work. A clean aging with reachable customers is different from an aging full of disputes, missing documents, broken promises, and unclear ownership.
Number of active accounts
Ten high-priority accounts require a different queue and contact rhythm than hundreds of low-balance invoices.
Who contacts customers
A lower-cost platform can organize the work when your team sends messages and makes calls. Managed follow-up requires more service capacity.
Opening data condition
Unapplied payments, credits, duplicate customers, stale disputes, and incomplete account records create onboarding work before follow-up can be trusted.
Disputes and documentation
Missing purchase orders, service evidence, approvals, portal requirements, or billing corrections demand coordination—not another automatic reminder.
Reporting and leadership
A basic task list costs less than a weekly review of broken promises, escalation decisions, and evidence behind expected cash.
Escalation scope
Operational accounts receivable management is different from licensed third-party collection or legal work. Any outside handoff should have a separate, explicit scope.
Compare what the pricing model rewards.
| Model | Advantage | Watch for |
|---|---|---|
| Flat monthly fee | Predictable cost for a defined level of software or service. | Confirm invoice limits, included support, setup fees, overages, and what your team still owns. |
| Per invoice or account | Cost can scale with transaction volume. | A low unit price may cover sending or processing but not disputes, calls, promises, or management review. |
| Hourly support | Useful for a short cleanup or tightly scoped project. | The final cost and available capacity may be hard to predict when the aging is messy. |
| Percentage of recoveries | Part of the fee is tied to collected cash. | Define eligible invoices, exclusions, payment timing, attribution, and whether the work is operational accounts receivable or regulated collections. |
| Base + success fee | Combines a predictable service base with an outcome component for defined overdue accounts. | Read the enrollment and recovery definitions so both sides calculate the fee the same way. |
Compare total operating cost, not just the monthly invoice.
A full-time employee may be right when billing, cash application, follow-up, reconciliations, and internal coordination create steady full-time work. When the immediate problem is inconsistent follow-up and missing process, outsourcing can add structure without recruiting and managing another position.
- Hiring includes more than salary. Consider payroll costs, benefits, equipment, recruiting, training, management time, absence coverage, and turnover.
- Outsourcing still needs clear authority. Your company should retain control over credits, write-offs, disputes, customer concessions, and escalation decisions.
- Software is not the same as ownership. A dashboard can make next actions visible, but somebody still needs to do the work and resolve what customers raise.
- Measure the bottleneck first. A controlled opening review can reveal whether you need a tool, training, weekly leadership, daily managed follow-up, or enough capacity to justify hiring.
Ask these questions before accepting an accounts receivable quote.
- Exactly who sends the emails and makes the calls?Separate a software subscription from a service that actually owns customer follow-up.
- What happens when a customer disputes the invoice?Ask whether the provider only sends reminders or also tracks blockers, documents the response, and coordinates resolution.
- How will we see promises and next actions?A balance alone does not show who committed to pay, what changed, or what should happen next.
- What is excluded from the quoted price?Confirm setup, cleanup, invoice limits, extra users, phone work, reporting, integrations, success fees, and outside escalation.
- How can we leave?Understand the contract term, cancellation process, data export, customer-history ownership, and final billing rules.
Match cost to the work you actually need.
Choose the least expensive level that will actually solve the bottleneck.
A short walkthrough can clarify who handles accounts receivable now, which work is falling through, and whether self-service, guided setup, or weekly hands-on leadership is the better fit.