How to hand off collections in a week

Collections is one of the easiest back-office jobs to hand off, because it follows rules. Whoever takes it on, whether it’s a new hire or a service like Dull, needs the same five things from you.

Day 1: Write down your schedule

When does a reminder go out? A common pattern is a friendly note at 7 days overdue, a firmer one at 21 days, and a phone call at 30. Write yours down, even if it’s rough.

Day 2: Collect examples

Forward five or ten reminder emails you’ve sent before, good and bad. They show your tone better than any description.

Day 3: Set the limits

Decide what needs you. For example: any client over $10,000, any payment plan, and anyone who disputes an invoice. Everything else can be handled without asking.

Day 4: Give access

Create a separate login for your accounting software and a shared inbox, rather than sharing your own passwords. You can remove it any time.

Day 5: Run it in shadow mode

For the first round, review every reminder before it goes. Once you’ve stopped making changes, let it run and ask for a weekly summary instead.

That’s it. Most businesses can hand off collections within a week, and see older invoices start moving soon after.