“Autopay or Bust: How I Stopped Chasing Invoices”

In this episode of No Se Habla Taxes, I’m spilling the tea on how I set up my business so I never have to chase another invoice again. Yes, even as a solo CPA doing my own books. 

I’m walking you through: 

💸 Why every client—project-based or monthly—signs an agreement with autopay built in 
📅 How predictable cash flow has saved my sanity (and maybe my rent) 
🤔 Common objections from service providers (and how to lovingly dismantle them) 
🚫 The messy consequences of “send now, pay later” billing 
✅ What tools I use to automate payments and protect my peace 

If you’ve ever waited too long to get paid—or avoided setting up systems because you didn’t want to “seem pushy”—this one’s for you. 

You’re not too small for structure. You’re smart enough to build it. 

🎧 Subscribe to No Se Habla Taxes wherever you get your podcasts. 

Until next time—secure the bag, automate the process, and keep your receipts. 

Let's connect!

LI: https://www.linkedin.com/in/armstrongmelissacpa/

Website: https://steadyhandaccounting.com/

Coaching Program Waitlist: https://steadyhandaccounting.myflodesk.com/ofgzp2o7tc

Transcript

0:10

Welcome to BLA Taxes, the podcast where A CPA does her own bookkeeping, confesses her mess ups, and sometimes sounds more like a startup founder than a spreadsheet wizard. I'm Melissa Armstrong, a fractional controller solo practice owner. And your financial BFF. Who thinks QuickBooks should come with a margarita? Cheers. And today. I'm confessing something radical. I haven't chased an unpaid invoice once in this whole year. That's right. No reminders. No checking in emails, no tears over unpaid invoices and ghosted Venmo requests. Why? Well, because I have built autopay into every client engagement. Let me break it down. If it's a one-time project, they pay when they sign the engagement letter. If it's recurring, their payment gets processed automatically on the first of every month, A CH credit card. I don't care. It's their choice. But either way, it's not optional. But won't my clients push back? Uh. Isn't that kind of aggressive? So and so will absolutely not change to this method. What if I scare people away? Listen, let's address all of these. Okay. Number one, my clients will hate it. Nope. Mm-hmm. They will love knowing exactly when money leaves their account. It's not a surprise. It is a system. Oh, but I am too small to implement autopay. Friend. Just stop. Stop right there. Okay. You are not too small to deserve consistent cash flow. Second, you're actually too small to be taking on the kind of risk that means you don't get paid, and you're also smart enough to set boundaries that protect your business. And the last one. Oh, but I don't wanna seem pushy. Autopay is not pushy. It's professional, and it frees up your time to do actual work in your business and on your business. Not play accounts receivable detective. Okay, let's think about this from a different perspective. I'm gonna paint you a picture from the other side. Okay? You send the invoice, it's net 15, you wait day 16, nothing happens. Day 21, you send a reminder. Day 28, you're following up again, all while trying not to sound passive aggressive or desperate. Sound familiar. Yeah, I thought so. Meanwhile, your own bills are due. Your utilities are on auto pay, your software subscriptions are on auto pay, and you, you are still waiting on that client to circle back. That's not cash flow. That is a hostage situation, one that you can easily avoid and that you absolutely do not need to be a part of. So here is what has worked for me and what you can copy today. Put it in the contract. The payment schedule and the payment method are spelled out. Clearly, there's no guesswork. Okay? Use software that will support your autopay, QuickBooks Online anchor, whatever fits your flow. Just make sure it supports recurring billing. Make it a non-negotiable. If someone refuses autopay, that is a huge red flag, and if they can't commit to timely payments, maybe they shouldn't be your client. Think about it. Think about it. Normalize this. You're not being weird, you're being wise. Netflix auto debits. So does your gym and so can you. Okay. That's my confession. I have built a business where cash shows up on the first of the month without me lifting a finger, and you can absolutely do it too. If you are still sending invoices and crossing your fingers, this is your sign to rethink. Your payment systems, you deserve ease. You deserve consistency, and if you need help building the system, keep listening. I have got more behind the scenes confessions and howtos coming your way. In the meantime, go look at your last three invoices. Ask yourself, could this have been auto paid? And if the answer is yes, maybe it's time to make that the default. If you found this helpful, subscribe to BLA taxes and share it with the service provider in your life who's still sending PDF invoices like it's 2012. Yikes. Until next time, secure the bag. Protect your piece and automate where you can.