Business Office
Cash comes in faster, and less of it leaks out
The Amanex Business Office fixes billing and collections, purchasing and vendor contracts, budgets and the monthly close for schools, colleges, nonprofits and service businesses. We find where money slows down or slips away, fix the process, and leave it running.
Sound familiar?
Invoices go out late, and nobody can say where the money went
Invoices go out late, and you spend half the month chasing payments. Purchase approvals sit in someone’s inbox. A vendor contract renewed itself last spring and nobody noticed. The close drags on for weeks, so leaders make decisions on last quarter’s numbers.
Small organizations rarely have a Business Office at all. Larger ones do, but their staff are busy keeping the lights on, with no time left to redesign how the work gets done.
What we fix and run
Four parts of the Business Office we put back in order
Billing and collections
We look at how a service becomes an invoice and an invoice becomes cash, then remove the delays and errors in between. Clear follow-up steps mean fewer payments age past due.
Days to get paid
Purchasing and vendor contracts
A simple approval path with clear limits, a single list of active contracts with renewal dates, and spending that runs through agreements you’ve already negotiated.
Spend under contract
Budgets
A budget built with the people who spend it, tied to what the organization is trying to do, and tracked during the year so surprises show up early.
The monthly close
A checklist, an owner for every step, and a calendar everyone follows, so leaders see accurate numbers sooner.
Days to close
How an engagement runs
Start with your own records, then fix what’s costing you
Diagnose (about two weeks). We trace how money actually moves today, using your own invoices, purchase records and close calendar. You get a short, plain report showing where it breaks, what it costs in dollars and hours, and a recommended fix.
Fix (4 to 12 weeks). We do the work. We clear the backlog, redesign the process, set up the trackers and checklists, and run it with your staff until it holds.
Sustain (optional). Your team gets simple procedures and a short training, or we match you with a vetted specialist from our network to keep it running. We stay on as the quality check with a monthly scorecard.
Clear lines
We fix the process, and your accountant keeps the books
The Business Office improves how billing, purchasing, budgeting and the close get done. We don’t replace your auditor, act as your CPA, or sign off on your financial statements. We work alongside the people and firms who already do that, and make their work easier.
We use the same toolkit large organizations pay for: Lean Six Sigma, a set of methods for removing waste and errors from a process, plus design thinking and business analytics. We choose the method after we see the problem.
Who we serve
For organizations doing a lot with a little
We work with K-12 schools and districts, colleges and universities, nonprofits, care providers, childcare centers and licensed service businesses. We understand boards, budgets and procurement, and the reality of running a tight operation.
Business Office work pairs well with the Funding Office, where reimbursement and grant reporting depend on clean books, and with the Performance and Analytics Office, which turns your numbers into a monthly scorecard.
Common questions
Questions about the Business Office
Are you a bookkeeping or accounting firm?
No. We fix the processes around your money: how you bill, collect, buy, budget and close. Your bookkeeper, accountant and auditor keep their roles, and we make their work faster and cleaner.
What do you need from us to start?
Access to your own records, such as invoices, aging reports, purchase orders, contracts and your close calendar, plus time with the people who do the work. We tell you exactly what we need at the start of the Diagnose.
Can you work with our accounting system?
Yes. We work with the systems you already have. If a tool change would help, we’ll say so and explain why, but most of the gains come from fixing the process.
How long until we see a difference?
A Diagnose takes about two weeks. A Fix runs 4 to 12 weeks, and we track the measures that matter, like days to get paid and days to close, from a baseline so you can see what moved.
How do you price this work?
Fixed fees, agreed up front. No hourly meters. We work with procurement for public agencies, and many funders will cover our work as capacity building for nonprofits.
How do you handle our financial data?
We use secure, modern tools, including AI, under our team’s direct supervision. Your information is never used to train anyone’s models, and we’ll walk your team through exactly how we handle it.
Tell us where the money gets stuck.
In 30 minutes we’ll tell you honestly whether we can help, and what a diagnostic would show.
