Choosing the Right AR System for Growing Mid-Sized Businesses

Mid sized businesses tend to hit a particular wall with receivables. Revenue is climbing, customer numbers are expanding, and finance teams are under more scrutiny from leadership. Yet the collections process often still runs on email threads, shared inboxes, and spreadsheets that only one person truly understands.

At ten million in revenue, manual follow ups feel manageable. At fifty million, they become risky. By the time a business crosses into multi entity operations or manages thousands of open invoices, the cracks start to show. DSO creeps up. Disputes linger. Forecasts feel optimistic rather than reliable.

Choosing the right tool at this stage is less about features and more about structural control.

What Mid Sized Businesses Actually Need From AR Software

Most buying guides list generic capabilities such as automated reminders or reporting dashboards. That is not enough.

Mid sized companies typically need:

Clear segmentation logic so high risk debtors are prioritized over low risk ones.

Structured escalation workflows that move from email reminders to calls to credit holds in a defined sequence.

Multi entity visibility so finance leaders can see consolidated ageing across business units.

Integration with ERP systems such as NetSuite, MYOB, or Xero without double handling data.

Audit trails for compliance and internal governance.

In other words, they need discipline embedded into the process. The tool should enforce a consistent rhythm, not just send emails.

Another critical factor is headcount efficiency. Mid sized teams rarely want to double AR staff as revenue grows. They want to scale collections without scaling payroll.

Common Failure Points When Scaling Receivables

Before selecting any platform, it helps to understand where the typical breakdown happens.

First, reminder inconsistency. One credit controller may chase proactively. Another waits until month end. Customers quickly learn which behavior they can exploit.

Second, poor visibility of disputes. An invoice under query continues receiving automated reminders, irritating the customer and confusing internal teams.

Third, siloed reporting. Finance managers export NetSuite ageing into Excel every week, manipulate the data manually, and circulate static reports that are outdated within days.

Fourth, lack of prioritization. Teams chase the loudest customers, not necessarily the highest risk or largest exposure accounts.

Any software worth considering should directly address these weaknesses.

1. ezyCollect

For mid sized B2B companies with structured credit terms and significant debtor books, ezyCollect often sits at the top of the shortlist.

It integrates with major accounting and ERP systems and overlays a disciplined collections workflow on top of existing financial data. Rather than replacing the ERP, it enhances it with segmentation, automation logic, and communication tracking.

Finance teams can:

Automate reminder schedules based on due dates and risk categories.

Track promise to pay commitments.

Centralize notes, calls, and email history in one place.

View performance dashboards that go beyond simple ageing summaries.

The strength of ezyCollect is not just automation. It is process control. For companies managing hundreds or thousands of active debtors, that control becomes critical.

This is where the broader category of accounts receivable software becomes relevant. Mid sized businesses are not looking for lightweight invoicing tools. They are looking for systems that formalise collections as a managed function rather than a reactive task.

2. Versapay

Versapay is often considered by mid market businesses that want a customer portal component alongside collections automation. Its collaborative AR approach allows customers to log in, view invoices, and communicate directly within the platform.

This can reduce email back and forth and improve dispute resolution transparency. It tends to suit organizations with complex billing arrangements or a strong desire for customer self service.

However, businesses should assess how well it integrates with their existing ERP and whether its collaboration model aligns with their credit control style.

3. HighRadius

HighRadius is generally positioned toward larger enterprises, but some mid sized companies evaluate it as they scale. It offers advanced automation and analytics, including AI driven prioritization.

The trade off is complexity and implementation effort. For a fifty million dollar company, the sophistication may be excessive unless AR challenges are particularly severe.

Cost and deployment time should be weighed carefully.

4. YayPay by Quadient

YayPay is another option that focuses on automation and predictive analytics. It integrates with several ERP systems and provides dashboards that forecast payment behavior.

Mid sized businesses that are data driven and comfortable adopting analytics heavy tools may find value here. As with all platforms, integration depth and workflow flexibility are the real tests.

Key Criteria for Making the Final Decision

When evaluating options, mid sized businesses should focus on a few practical questions.

How long does implementation realistically take?

Does the system support multi entity or multi currency operations?

Can reminders and escalations be customized without heavy development?

Is there clear visibility of dispute management and promise to pay tracking?

How intuitive is the interface for AR staff who use it daily?

Software demos often highlight surface features. Ask to see real workflows. Request examples of how overdue accounts are prioritised. Examine reporting beyond standard ageing summaries.

The best solution is the one that aligns with how your finance team actually works.

Balancing Automation With Customer Relationships

Mid sized businesses often worry that automation will damage relationships. That concern is understandable. Poorly timed or impersonal reminders can strain commercial partnerships.

The stronger platforms allow segmentation so key accounts receive tailored communication while smaller accounts follow automated sequences. Automation should create consistency, not coldness.

A disciplined reminder schedule, delivered professionally, often improves relationships because expectations become clear.

Conclusion

Selecting the right solution is less about chasing trends and more about solving structural inefficiencies. Mid sized businesses need visibility, prioritization, and workflow discipline. They need systems that scale with revenue growth without forcing headcount growth at the same rate.

Whether that leads you to ezyCollect or another specialized accounts receivable software provider, the goal remains the same. Tighten control, reduce DSO, and give finance leaders confidence that receivables are being managed proactively rather than reactively.

At this stage of growth, receivables management stops being administrative. It becomes strategic.