Outsourced credit control
Are you still waiting on payments you are owed?
Customers who have not settled, invoices sitting weeks past their due date, and nobody with the time to keep going back to them. It is almost never a dispute — it is that chasing it is nobody’s actual job, the first task to slip in a busy week and the last one anyone volunteers for. So you send us the accounts, we ring them in your name, get a date from someone willing to put their name to it, put that in writing where both sides can see it, and keep following up until it is resolved. $33 an account, a month. Never a percentage of what you are owed.
What this costs, before anyone does anything about it
The money is not usually in dispute. It is just nobody’s job to ask for it.
Late payment is not an edge case in American small business, it is the default. The invoices are valid, the customers are solvent, and the work was signed off — the money simply sits there, because chasing it is the first job to slip in a busy week and the last one anybody volunteers for.
- $17,500
- is the average amount a US small business is owed on unpaid invoices
- 56%
- are owed money on invoices they have already issued
- 47%
- are carrying invoices more than 30 days overdue
The knock-on is measurable: small businesses carrying more overdue invoices are 1.4 times more likely to hit cash-flow problems than those carrying fewer — 50% against 34% — and among those working on 90-day terms it reaches 60%. The overdue invoice is the visible part. The invisible part is what the wait costs you while you fund your customer's working capital instead of your own.
Figures: Intuit QuickBooks, 2025 US Small Business Late Payments Report (2,487 US small businesses, January 2025). Research about small businesses in this market generally, not claims about our own clients — see below for what we have actually done.
How it works
One loop, and it runs again next month without you starting it
You send a list. We work it. You get back what happened and what is still outstanding — which is the next list. Nothing to install, nothing to log into, and nothing new for you to do on the first of the month.
- 01
You send the list
An aged-debtors export from Xero, Sage or QuickBooks — or just the names. Customer, invoice, amount, the date it went out, your terms. No integration and no login: we would rather work from a file you produced and can read yourself than hold access to your ledger.
- 02
We chase it, in your name
A person rings — not a dialler, not a recording — and asks for a date from someone willing to put their name to it. That goes in writing the same day, to both sides, with you copied. Then we keep going back until it resolves, at 30, 60 and 90 days past due, hardening as the invoice ages.
- 03
They pay you direct, and you get the record
The money never touches us. We are not a collection agency, we never take assignment of the debt, and nothing recovered passes through our hands — your customer pays you, into your account, against the invoice they always owed. We confirm it landed against the right invoice, send you what was paid, promised or disputed, and what is left is next month's list.
A month on one account
This is the record you would get. All of it, as it happened.
Every call, every message, and every check against your account — timestamped, in your name, and visible to you the same day rather than summarised at the end of the month. Your customer sees exactly what you see. Nothing is said on a call that does not reach your log.
Account record
Northgate Developments · INV-2291
$4,200
32 days past due at intake
Example, not a real account. Names, figures, dates and messages are illustrative — we do not publish a client’s record, or their customer’s details, ever.
- Day 1Mon 3 MarchOn the list
Account added from your export
- Customer
- Northgate Developments
- Invoice
- INV-2291
- Issued
- 2 February · 30-day terms
- Status
- 32 days past due
- Day 1Mon 3 March · 09:15Email
First contact, in your name
To accounts@northgate-dev.example · copied to you, same minute
Hi Anne, I'm following up on invoice INV-2291 for $4,200, issued 2 February on 30-day terms. It may simply have been overlooked — could you let me know when we can expect it, or if there is anything holding it up at your end? Thanks, Sinéad Ardmore Joinery
- Day 3Wed 5 March · 11:42Phone call
Contact made, and a date agreed
- Reached
- Anne Mahoney, accounts
- Duration
- 4 min 12 s
- What was said
- Invoice was approved on 18 February and is sitting in the payment run. Not disputed.
- Commitment
- Full amount, Thursday 13 March
- Given by
- Anne Mahoney, by name
- Day 3Wed 5 March · 11:58Email
The commitment, in writing, within the hour
To Anne Mahoney · copied to you, same minute
Hi Anne, Thanks for taking my call. Just confirming what we agreed: $4,200 on invoice INV-2291, to be paid Thursday 13 March. I'll check in that day. If anything moves before then, just reply here. Thanks, Sinéad Ardmore Joinery
- Day 3Wed 5 March · 12:01Text
Same thing, to the mobile she answers
To Anne Mahoney · copied to you, same minute
Thanks for the call Anne — confirming $4,200 on INV-2291 for Thurs 13th. Sinéad, Ardmore Joinery
- Day 11Thu 13 March · 16:30Validation check
We check your account against the promise
- Checked
- Against INV-2291 specifically, not the balance
- Result
- Nothing received
- Action
- Escalate to a call in the morning
- Day 11Thu 13 March · 16:41Text
Noted with her the same day, not a week later
To Anne Mahoney · copied to you, same minute
Hi Anne — we haven't seen INV-2291 come through today as agreed. Has something moved in the run? I'll give you a ring in the morning. Sinéad, Ardmore Joinery
- Day 12Fri 14 March · 09:20Phone call
Back to the same person, referring to what she agreed
- Reached
- Anne Mahoney, accounts
- Duration
- 2 min 48 s
- What was said
- Payment run moved to Friday this week. She apologised and released it.
- Commitment
- Today, before close of business
- Given by
- Anne Mahoney, by name
- Day 12Fri 14 March · 09:31Email
Confirmed in writing again
To Anne Mahoney · copied to you, same minute
Hi Anne, Thanks — confirming $4,200 on INV-2291 is being released today. I'll confirm on our side once it lands. Thanks, Sinéad Ardmore Joinery
- Day 12Fri 14 March · 16:05Payment
Payment received
- Validated
- Matched to INV-2291, not just to the account
- Amount
- Paid in full
- Confirmed with you
- 16:20 — you verified it landed
- Day 12Fri 14 March · 16:22Validation check
Off the list, and you watched it come off
- Chasing
- Stopped immediately
- Monthly report
- Appears as Paid — 12 days from first contact
Twelve days, start to finish. Two calls, three texts, three emails, two validation checks. One commitment missed and one kept — and you saw every line of it the same day it happened, without asking.
Who makes the calls
People make the calls. Not a dialler, not a recorded voice.
Software is very good at sending a reminder and completely useless at hearing that an invoice was never approved because the person who approves it left in March. That only comes out when someone asks, and someone has to be listening to catch it.
So every call on your ledger is made by a person, from your name and your number, who writes down what was actually said and what was actually promised. The tooling schedules the work and keeps the record. It does not do the talking.
Where we have done this
We have delivered for clients across four very different ledgers
Electrical contracting, manufacturing, legal services and recruitment. They fail to get paid in different ways, and knowing which way yours fails is most of the job.
Electrical and building services
Main-contractor payment chains and retention held to practical completion. The money is not disputed, it is just last in the queue.
Manufacturing
Materials bought up front against invoices settled in arrears. The gap is the whole problem, and it widens quietly.
Legal services
Fee notes that nobody wants to be the one to chase, because the client is also the next matter. An outside voice fixes that.
Recruitment
Contractors paid weekly against clients paying on 45- to 60-day terms. The working-capital gap is structural, not occasional.
References available on request. We do not publish client names, logos, recovery rates or client counts — that is a policy rather than a shortage, and it is the same reason nothing above is dressed up as a statistic about us.
Pricing
One flat fee a month. Never a cut of what you recover.
Priced by account — one customer who owes you money, however many invoices that is. Inside an account nothing is metered: the texts, the calls and the letters all happen as the schedule calls for them. Count your accounts off your own aged-debtors report before you sign; you should never discover the cap on an invoice.
That is $33 to chase an overdue account for a month.
One account is one customer who owes you money. For the price of a couple of coffees a week we ring them, get a date from a named person, put it in writing and keep going back until it is resolved. Set that against the invoice itself — or against what an in-house credit controller costs you for a year.
United States — priced for this market
Up to 10 accounts
The floor. Your ten worst.
$329
$33 an account
Up to 18 accounts
Where most ledgers land.
Quoted on the call
Up to 25 accounts
Larger books, still one fee.
Quoted on the call
No setup fee. The first month is the first month.
More than 25 accounts?
Agreed case by case. A ledger that size needs a conversation about which accounts before it needs a number, and we would rather have that conversation than publish a figure that turns out to be wrong for you. $329 a month is the floor.
Prices exclude VAT and are set per market rather than converted, so the euro and sterling figures are each their own price. Everything is month to month — see the full service page for the complete escalation ladder and our terms.
Questions
The things people actually ask on the first call
- It is handled internally at the moment. Why would we change that?
- Usually you would not change it — you would take it off whoever is doing it. In most companies this sits with an owner, an office manager or a bookkeeper who has eleven other things to do, and it is the first job to slip when the week gets busy. It is also the job nobody wants: chasing money from a customer you need again next quarter is uncomfortable in a way that reconciling a bank account is not. The question worth asking is not whether it is being done, it is who is doing it and whether they would rather not.
- Our customers always pay. Is this not a solution to a problem we do not have?
- Then the honest answer is that you probably do not need us, and we will say so on the call rather than talk you into it. Where it is still worth ten minutes: most companies who say this mean nothing has been written off, which is not the same as being paid on time. If the money reliably arrives at 60 days on 30-day terms, nothing is lost and nothing is at risk — you are just funding your customers' working capital instead of your own, and you may be choosing that deliberately.
- Will our customer know they are dealing with an outside company?
- No. Everything goes out in your name, from your address, with your signature, and the calls are made as your business following up on its own invoice. Your customer is dealing with you. That is not a branding preference — it is the difference between a supplier chasing its own invoice and a third party appearing, which changes both the impression and the rules that apply.
- Do you take a percentage of what you recover?
- No, and we will not. It is a flat monthly fee and every euro recovered is yours. Commission is the standard model here and it has a problem worth naming: it pays best on the largest debt rather than the most recoverable one, and it takes a cut of money that was already yours. A flat fee means we have no reason to prefer your one big hopeless invoice over your five collectable ones.
- Is a person really making the calls, or is it a dialler?
- A person, on every call, and that is a commitment rather than a current implementation detail. Software is very good at sending a reminder and completely useless at hearing that the invoice was never approved because whoever approves it left in March. The tooling here schedules the work and keeps the record; it does not do the talking. There is no recorded voice and no automated dialling on this service.
- What do you need from us to start?
- An export of what is outstanding — Xero, Sage, QuickBooks and every CRM we have met will produce one, and a spreadsheet is fine if yours will not. It needs the customer, the invoice, the amount, the date it went out and your payment terms. We do not need access to your accounting system and we would rather not have it: a file you exported is a file you have read, and this only works if you know exactly what is being chased.
- What counts as an account?
- One customer who owes you money, however many invoices that is. If the same main contractor has four unpaid invoices, that is one account rather than four, because it is one relationship and one phone call. Nothing inside an account is metered — the calls, the texts and the letters happen as the schedule calls for them. You can count your accounts off your own aged-debtors report before deciding whether this is worth it.
- Are you a debt collection agency?
- No, and the distinction is real rather than a wording preference. A collection agency takes on the debt as its own matter and contacts your customer as a third party, which brings a different set of rules and a very different impression with it. We chase your invoices the way you would if you had the time. We never take assignment of the debt, we take no legal action of any kind, and nobody ever visits an address. Where an account genuinely needs an agency, we hand it back and tell you so.
- What happens when chasing stops working?
- We stop, and we tell you plainly. Past ninety days the honest answer is usually that the account needs a collection agency rather than more chasing, and our preference is one local to you — close enough to know the rules and the courts where you and your customer actually are, and instructed by you directly rather than through us. We do not move into that phase ourselves and we do not sit in the middle of it.
- Can we cancel?
- It is month to month. Chasing also stops on an individual account the moment they pay, agree a date, dispute the work, or you tell us to — immediately, rather than at the end of a cycle. A disputed invoice comes straight back to you, because a dispute is a question about the work rather than about the payment and we are not in a position to settle it.
Your customers’ data
You are sending us a list of your customers. Here is exactly what happens to it.
It stays yours. Under GDPR you are the controller and we are the processor, which means we act on your instructions and the data is not ours to do anything else with. That is written into our terms at clause 9 rather than being a promise on a sales page.
We never share it, and never sell it
Not to a collection agency, not to a credit reference agency, not to a data broker, not to anyone. Where an account genuinely needs an agency, it goes back to you and you instruct them directly — we do not hand your customer on.
Deleted within 30 days of the work ending
You get the full contact log back first, so the record stays with you rather than with us. Ask us to delete a single account sooner and we do that too. Nothing is kept 'just in case'.
It is only ever used to chase your invoices
Not for marketing, not for our own purposes, not to train anything, and never for another client. We do not contact your customers about anything other than the invoices you gave us.
We never hold your accounting login
You send an export you produced and can read yourself. That is a deliberate limit rather than a missing feature: it means you always know exactly what we hold, and your ledger never becomes our security problem as well as yours.
Tell us about your ledger
Send us the accounts. We will tell you what we would do with them.
No integration, no login, and no commitment to look. Tell us how you invoice and which accounts are hurting, and we will come back with the schedule we would run and what it would cost. We reply within one working day.
Or just ring us. Someone who does this work will answer.
If you would rather have the conversation than fill anything in, the number below reaches the person who would run your ledger — not a switchboard, and not a salesperson who would have to ask someone else.
- Call
- +353 86 191 8526
- support@domcloud.app