Reducing DSO is not completely within the control of your company's finance and accounting departments. Other parts of the company also have an impact on this metric. Therefore, reducing DSO requires not only a focused effort on the part of finance executives, but the cooperation of various departments in the company as well. Below, we outline six simple steps to begin reducing your company’s days of sales outstanding in accounts receivable.
1. Gather data about current DSO status
Any effort to reduce DSO must begin with gathering data on a company’s current DSO status and creating a benchmarking analysis that shows how that level of DSO compares to peers and competitors. This insight not only provides a starting point for the effort, but also provides a sense of what DSO ratio is attainable for the business. To compare your business's status to others, the Hackett survey offers some basic data by industry. For greater detailed data, consider other industry surveys or private benchmarking studies.
Accounting and finance executives can also use this data to make the case for reducing DSO to senior management and the various departments whose cooperation is necessary. By making DSO reductions a strategic priority, executives can more readily justify the resources they devote to the project and incorporate DSO improvement metrics into the individual performance objectives and incentives of those driving the effort.
Overall, companies should focus on DSO reductions that are both attainable and sustainable based on the realities of the business. For example, companies may be able to reduce DSO by, say, 20 days by significantly tightening customer credit approvals, but that will not be worth much if customer acquisition and retention suffers as a result.
2. Focus on customer credit
Effective credit management plays a pivotal role in optimizing DSO. By assessing a client's creditworthiness, understanding their payment habits, and setting clear terms, companies can better predict and manage their incoming cash flow. Proper credit management strategies can help businesses not only improve DSO but also build stronger, more trustworthy relationships with their clients.
DSO is often driven by your customers' ability to pay their invoices on time. Therefore, any effort to improve DSO must address customer credit risk. A good first step is to determine appropriate parameters for acceptable customer credit risks. A company can then use that criteria to ensure that all new customers do not represent an unacceptable risk of slow payment or non-payment. Companies can also extend these criteria to existing customers, starting with those that have been slow to pay.
The sales function of a business must be on board with this renewed focus on customer credit risk. Salespeople do not want to lose a sale because a customer has credit problems. Therefore, companies may need to implement specific incentives and penalties to make sure salespeople and sales managers adhere to the company’s customer credit requirements. In some cases, companies can strategically deploy tools like credit insurance to help mitigate these risks without losing an otherwise attractive customer.
3. Define customer payment terms
DSO metrics are heavily influenced by the payment terms a company extends to its customers. Those payment terms must carefully balance the company’s own DSO goals against common industry practice, as well as customer needs and expectations. This means identifying under what circumstances the company will offer customer incentives for faster payment or require deposits or upfront payments, supported by a clear approval process when making these decisions.
Invoices must clearly and visibly state payment terms to reduce the chances of confusion over when payment is expected. The company should also be regularly communicating with customers about outstanding invoices and how the company can make it easier for customers to pay them. For example, some customers may be moving to electronic payments or prefer their employees use payment cards for certain purchasing.
4. Look at invoicing processes
Invoice optimization is crucial in the pursuit of reducing DSO. Before an invoice lands in a client's hands, ensuring its accuracy, clarity, and prompt delivery can greatly influence how quickly it gets processed on their end. A well-optimized invoice minimizes misunderstandings and provides clear directives for payment, eliminating potential barriers that could delay the payment process.
Slow or inefficient accounting processes can also extend DSO. Therefore, improving DSO often requires a focus on making sure that invoices are going out on time, contain all necessary information and are free of errors. A thorough review of the billing process, including spot checking invoices, can uncover errors, that could delay payment. Incorrect charges, invoices that do not reflect agreed-upon discounts, or the wrong mailing address are just a few examples of common errors that can delay payments.
Companies should also regularly review and update policies on when to send invoices and make sure that those policies are being followed. Consider sending invoices when the contract is signed, at delivery, or using some other milestone. Companies should also be auditing invoice processes to identify delays or errors.
5. Manage accounts receivable carefully
Once invoices have been sent, a company must have a plan for following up on outstanding balances and reminding customers of unpaid invoices. This communication should focus on identifying any problems that are preventing the customer from paying the invoice. In some cases, an otherwise strong customer may be having cash flow problems and may be appropriate to offer a special arrangement or payment plan.
If non-payment continues, the company should have a clear policy and process for handling these situations and any disputes that arise, including guidelines on when and how to escalate the situation as needed. For example, this guidance might include when to turn over unpaid invoices to a collection agency.
6. Keep up the momentum
Companies must commit to reducing DSO and sustaining this effort over the long term. Reducing DSO often requires changes to habits as much as administrative processes and procedures. Therefore, companies will need to make sure those changes stick and people do not return to the old ways of doing things. By conducting regular reviews and discussions about DSO metrics, companies can keep the focus on these efforts and reinforce their importance to the company.
Reducing DSO often requires changes to habits as much as administrative processes and procedures. Therefore, companies will need to make sure those changes stick and people do not return to the old ways of doing things.
