No mystery, no hand-waving. Here's exactly what happens from your first call through ongoing monthly management — and what you can expect at every stage.
Schedule a 30-minute call with a HeartWest advisor. No sales pitch. We want to understand your business: what industries you serve, how your customers pay, where your cash gets stuck. You'll leave with clarity on your AR situation — whether you hire us or not.
Share your AR aging report and account information (securely — AES-256 encrypted). We analyze every account: customer payment history, dispute flags, seasonal patterns, and recovery probability. We deliver a written assessment showing exactly what's recoverable and the strategy to get it.
If you want to move forward, we sign a clear service agreement (no buried terms, no surprise fees). Your accounts are entered into our secure management system. We build your custom collection strategy and communication templates. Your dedicated account manager schedules your first status call.
We begin systematic outreach to your accounts — starting with the highest-balance, highest-probability accounts. We use your brand name and communicate as an extension of your team. Most clients see their first payments come in within 2–3 weeks of implementation. You'll receive a mid-month update and a full end-of-month report.
By the end of month 2, your customer base understands the new payment expectations. Repeat accounts start paying faster because they know there's a professional follow-up process. Disputed accounts get escalated and resolved. We begin working on your older, harder-to-collect accounts.
We manage your AR as an ongoing business function. New invoices get entered, payments get tracked, and overdue accounts get immediate attention. Quarterly reviews with your advisor to adjust strategy for upcoming seasonal cycles. You have real-time visibility into every account through our reporting dashboard.
We're straight with you about what's realistic — because your trust is more important than overselling.
First payments typically arrive within 2–3 weeks. Quick wins come from accounts that needed a professional nudge. Don't expect every account resolved in month one — that's not realistic.
By month 3, most clients see measurable improvement in days outstanding and a clear pattern in collections. This is when we evaluate results and make any strategy adjustments.
By month 6, your customers know what to expect. The collection cycle is established. You start seeing 25–40% improvement in days outstanding and a more predictable cash flow curve.
Not every dollar in your AR is recoverable. Some accounts — typically those older than 2 years with no payment history — may not be collectible through standard means. We tell you this upfront in your assessment, so you know exactly what to expect.
Step 1 is a free 30-minute call. No commitment, no sales pressure — just a clear picture of your AR situation and what we can do about it.