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Busy Entrepreneurs: Spend Less Time on Billing and More on Growth

Kenzie Kirchoff
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Growth is often the primary goal for a business. However, for many companies, the path to growth can be hindered by administrative challenges. Medium-sized consulting firms, find themselves in situations where growth is constrained due to the significant amount of time and effort spent on getting current customers to pay their bills. Faced with many challenges that keep them from growing—this article is going to review, step-by-step, what a digital marketing agency can do to improve their billing—and get a subscription billing model set up so that they can improve their workflows and reduce admin labor time. Let’s identify five immediate steps they could take to improve their situation, and then delve into ten ways they could greatly enhance their operations by adopting recurring billing software like ChargeOver.

The Challenge

Many digital marketing agencies experience steady growth initially. However, as their client base expand, so do their billing challenges. Soon they find themselves devoting a substantial portion of their time to chasing payments, managing invoices, and reconciling accounts. This administrative burden hampers their ability to scale their business quickly.

Immediate Steps for Improvement

  1. Streamlined Invoicing: Revamped the invoicing process. Make it more efficient and transparent. This includes clear billing terms, detailed breakdowns of services rendered, and a simplified payment process.
  2. Payment Reminders: Sending automated payment reminders to clients before invoices were due, reducing the number of late payments.
  3. Improved Collections Process: Implement a structured collections process, promptly following up on overdue invoices and addressing payment issues.
  4. Customer Communication: Initiate proactive communication with clients about upcoming invoices, ensuring expectations were clear.
  5. Financial Forecasting: Conduct regular financial forecasting to anticipate cash flow gaps and plan accordingly.

While these steps will help alleviate some of the billing-related challenges, recognize that a more comprehensive solution is needed to fuel bigger growth ambitions.

Leveraging Recurring Billing Software

Explore recurring billing software, specifically ChargeOver, to address lingering billing issues and pave the way for accelerated growth. Here are ten ways in which adopting such software could greatly enhance their operations:

  1. Automated Billing: Recurring billing software automates the entire billing process, from generating invoices to sending them out on predefined schedules. This would eliminate the need for manual invoice creation, saving time and reducing errors.
  2. Invoice Customization: ChargeOver allows for highly customizable invoices, enabling agencies to tailor each invoice to the specific needs and preferences of individual clients.
  3. Seamless Integration: The software can seamlessly integrate with their existing accounting and CRM systems, streamlining the flow of data and reducing the risk of duplicate data entry.
  4. Flexible Payment Options: ChargeOver offers a range of payment options, including credit cards and ACH payments. This flexibility can improve cash flow by providing customers with convenient ways to pay. Along with having custom domains for collecting payments.
  5. Automated Payment Processing: The software automates payment processing, making it easier to track payments, reconcile accounts, and ensure timely collections. See the payment gateways that ChargeOver integrates with. Most likely you’ll be able to integrate with one you’re already using.
  6. Recurring Revenue Management: ChargeOver provides robust tools for managing recurring revenue streams, allowing agencies to focus on expanding its customer base and services rather than manually handling renewals.
  7. Customer Portal: The software includes a customer portal where clients can view and pay their invoices online, reducing the need for back-and-forth communication and manual check processing.
  8. Payment Reminders: Automated payment reminders in ChargeOver ensure clients receive timely notifications about upcoming payments, reducing the risk of late payments.
  9. Subscription Management: Effortlessly manage subscription-based services, adjusting pricing, billing frequencies, and services as needed to cater to changing client demands.
  10. Reporting and Analytics: The software offers comprehensive reporting and analytics capabilities, allowing digital marketing agencies to gain insights into their financial performance and make data-driven decisions.

By adopting ChargeOver's recurring billing software, businesses can transform their billing operations, significantly reducing administrative labor and unlocking their growth potential.

Results and Outcomes

After implementing ChargeOver's recurring billing software, customers have experienced a remarkable transformation in their operations:

  • Time Savings: The automation of billing processes has saved some customers approximately 40+ hours per week, which they could now redirect towards acquiring new clients and expanding services.
  • Improved Cash Flow: With automated payment processing and timely payment reminders, reduced late payments and improved cash flow stability.
  • Enhanced Customer Satisfaction: Clients appreciated the convenience of the customer portal and timely invoices, leading to improved customer satisfaction and retention rates.
  • Scalability: The software allows customers to scale their operations more efficiently, taking on new clients and expanding its services without adding significant administrative overhead.
  • Financial Insights: The robust reporting and analytics in ChargeOver empower customers to make informed financial decisions and optimize their billing strategies.


The transformative power of recurring billing software, such as ChargeOver, in addressing administrative challenges that can hinder business growth. By taking immediate steps to improve their billing processes and then embracing automated billing solutions, agencies not only reduce their administrative labor but also set the stage for accelerated growth, improved cash flow, and enhanced customer satisfaction. Adoption of such technology is often a critical step for companies seeking to thrive and expand.

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