Debt collection services for administration and accounting firms
Get your invoices paid quickly and professionally
As an accountant, bookkeeper, or tax consultant, you ensure that your clients' financial management runs flawlessly. You provide advice on cash flow, take care of tax returns, and are ready to help with complex issues. Precisely because you are on top of your clients' figures, it is extra galling when your own invoices are not paid, or are paid repeatedly late. You often see payment risks arise with a client first, but following up on your own outstanding items internally costs precious billable hours.
Ultimoo offers a specialized and discreet approach for the accountancy and administration sector. We collect outstanding B2B claims with business decisiveness and full knowledge of the financial sector, ensuring your own liquidity remains unaffected.
Submit your invoice immediately
Prefer direct contact for more information?
Call 0348-486425
Why administration offices choose a targeted approach
Collecting outstanding invoices from entrepreneurs requires a tight, business-like approach. Clients who do not pay their administration office are often in financial distress or exhibit structurally poor payment behavior. The risk of an uncollectible claim is statistically high in this sector if you wait too long.
At the same time, as a financial professional, you want the issue to be resolved in a business-like and correct manner, without unnecessary escalation that could damage your reputation in the region.
Our approach seamlessly aligns with your office:
- Direct business pressure: For business customers, you are not legally required to wait 14 days after default. We can start the amicable collection process immediately after your payment term expires and claim the statutory collection costs.
- Knowledge of the numbers: Our specialists understand the background of an outstanding item (such as discussions about additional work or annual report declarations) and will not be easily fobbed off.
- Solid payment arrangements: If a client has temporary liquidity problems, we set up a tight, weekly, or monthly payment arrangement via our online portal that is closely monitored.
Our working method
You can outsource your accounts receivable management to us either via the incasso.nl online app or through your regular contact person at Ultimoo. In both cases, the process generally works as follows:
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Fast digital transfer
You open the incasso.nl app or the Ultimoo client portal to easily share the outstanding invoices and the contact details of your customer. -
Data enrichment
Our system immediately enriches the collection file with information from relevant sources. This information, for example regarding debt assistance or known payment problems, is then used in the collection process. -
Amicable phase
This is the actual collection trajectory. Based on your customer's profile, a set of communication tools is deployed to prompt your customer to pay. This includes letters, telephone contact, and in some cases, a physical visit.
The goal of this phase is to make contact with the customer and find a solution for the payment arrears, often in the form of direct payment or a payment arrangement. -
Legal phase
Should the customer fail to pay during the amicable phase, but our advice indicates that there are sufficient options for recovery, we will present a cost-benefit analysis for starting a legal procedure. Upon your approval, a summons is drawn up. This happens in only 1% of the total number of collection cases via Ultimoo. -
Step 5: Your customer pays
As soon as your customer has paid, we process this as quickly as possible in the collection file. Normally, we deposit the money into your account within 72 hours.
Free for you
Your customer pays the collection costs and interest. This means that a collection procedure is often free for clients. Additionally, you will receive attractive rates for supplementary collection services.
Collaborate the way you want
You can collaborate with Ultimoo in two ways: via the incasso.nl online app or through the Ultimoo SME client portal. We are happy to explore together what works best for you.
Comply with all regulations
incasso.nl is part of Ultimoo. Ultimoo is registered with the government and holds the NVI Collection Quality Mark (Incassokeurmerk). This ensures you know your collection partner is reliable and meets the strictest requirements.
Frequently asked questions
Below you will find the answers to the most frequently asked questions from entrepreneurs about the operation and implementation of a collection procedure at administration offices.
Can I stop ongoing work if a client does not pay?
Yes, in most cases, you have the right based on the right of retention or your general terms and conditions to suspend your work (such as filing tax returns or delivering the annual accounts) until the outstanding payments have been settled. It is advisable to include this as an additional leverage tool in the communication to your client.
What about our duty of confidentiality when transferring a file?
As an administration or accounting firm, you are bound by a strict duty of confidentiality. Transferring only the necessary invoice and contact details to a certified collection agency is legally permitted under the GDPR (legitimate interest). Moreover, our systems are ISO 27001 certified for maximum data security.
From what amount can I submit invoices?
At Ultimoo and incasso.nl, there is no minimum amount for an invoice to be transferred. This means you can decide for yourself whether or not you want to transfer a specific file.
Protect your office's margins
Do not let overdue payments from clients weigh down the profitability and cash flow of your own office. Outsource the follow-up of difficult payers to Ultimoo or incasso.nl.
Do you have a specific situation or would you like to consult with a specialist first?
Then please contact us at 0348-486425.
