Implementing an Order to Cash Solution: a Step-by-Step Guide

The successful implementation of an order to cash (OTC) system is a complex, multifaceted process that demands an informed and strategic approach. Receivable management is critical for businesses to optimize their working capital while efficiently processing their financial transactions. An effective OTC solution not only helps to streamline cash collection activities, but also allows businesses to track performance, transparently measure outcomes, as well as supervise and ensure the highest standard of compliance.

Before implementing an OTC solution, it is essential to ascertain the need for the system, measure the desired outcomes, and analyze the best-fit technology for your business. To facilitate a smooth transition, detailed processes must be outlined and action plans should be formulated. This step-by-step guide outlines the overall process for establishing an OTC solution.

Step One: Establishing a Proactive Plan

First and foremost, it is important to create an overarching plan to ensure that the transition to the OTC system is properly executed. Assess the business requirements and develop a detailed implementation roadmap. Compile a comprehensive inventory of the resources required and identify any existing gaps in the assets. Next, source and engage a third-party vendor, if applicable, to identify the system and components that are most suitable for the business. Having a comprehensive checklist of the necessary requirements and specifications will save time and allow for a seamless transition.

Step Two: Investigating for Administrative and Operational Strategies

Along with researching the hardware and software components, investigate the most efficient administrative and operational strategies to ensure improved working capital utilization. For example, explore opportunities to outsource some components of the receivables management to an external vendor who can manage non-core activities, such as the collection process, in order to free up important resources. Additionally, it is imperative to assess the staffing expertise, develop training initiatives, and incorporate best practices across all departments to optimize the entire workflow process.

Step Three: Setting Up the Parameters

After examining the requirements and developing the appropriate strategies, it is crucial to set up the parameters of the system and determine the specific roles of the stakeholders. This includes developing metrics to monitor and measure performance, establishing targets and thresholds, assessing credit risk, and setting up terms and regulations for payment. Finally, ensure that the payment process is well integrated into the system and the necessary controls are in place.

Step Four: Testing, Mapping, and Automation

The final stage of the process involves testing and mapping each of the elements of the OTC system. Ensure that the interface and architecture adhere to regulatory guidelines and meet the technical and functional specifications. Use this opportunity to create a resilient feedback and data governance mechanism to systematically monitor, analyze, and continuously refine the performance. Finally, review and optimize the processes for automation to ensure efficiency and accuracy.


The order to cash system requires a robust and proactive approach. A comprehensive plan, detailed processes, and efficient controls are essential components of a successful OTC solution. As internal and external stakeholders are brought together, they must be allied with relevant data and insights to manage receivable management functions. With the right vendor support and the use of the latest technology, a comprehensive OTC system can be deployed to maximize efficiency and ensure effective and timely collection of receivables.