Accounts Receivable Aging

Documentation Index

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You sent the invoice 45 days ago. The payment was due 15 days ago. You’re not sure if you followed up, or when, or whether they even received it. Now multiply that by 20 customers and $80,000 in outstanding invoices. The AR Aging report shows exactly who owes you money, how much, and how long it’s been overdue. It’s the first place to look when cash is tight — because money you’ve already earned is sitting in other people’s bank accounts.

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Accessing the report

1. Go to Reports in the sidebar
2. Click AR Aging (under Receivables)
3. View as of today or select a different date

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Report structure

The report groups outstanding invoices by age:

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Example

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Understanding aging

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Current

Invoices within their payment terms—not yet due. No action needed unless terms are about to expire.

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1-30 days past due

Recently overdue. Send a friendly reminder. Most invoices get paid in this window.

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31-60 days past due

Attention needed. Follow up more persistently. Consider calling instead of just emailing.

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61-90 days past due

Significant concern. Personal outreach, payment plans, or escalation may be needed.

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90+ days past due

High risk. May need collection efforts, legal action, or write-off consideration.

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Drill-down

Click any amount to see detail:

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Customer detail

Clicking a customer’s row shows:

• All outstanding invoices
• Invoice dates and due dates
• Invoice numbers and amounts
• Days overdue for each

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Invoice detail

Click an invoice to see:

• Full invoice details
• Payment history (partial payments)
• Associated activities and notes
• Send reminder or view PDF

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Actions from the report

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Send reminders

1. Select invoices (checkbox)
2. Click Send Reminder
3. Choose reminder template
4. Send to selected customers

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Export for collections

1. Filter to 60+ days overdue
2. Click Export
3. Use for collection calls or send to agency

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Record payments

1. Click the invoice
2. Click Record Payment
3. Enter payment details

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Filtering and sorting

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By customer

• Search by customer name
• Filter to show only specific customers

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By age

• Show only Current
• Show only Overdue (any)
• Show only 60+ days (at risk)

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By amount

• Sort largest to smallest
• Filter minimum amount

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Key metrics

At the top of the report:

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DSO benchmark

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Aging by date

Change the “as of” date to see historical aging:

1. Click the date picker
2. Select a past date
3. Report shows AR as of that date

Useful for:

• Month-end reporting
• Tracking improvement over time
• Audits and reconciliation

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Scheduled reports

Send AR aging automatically:

1. Click Schedule
2. Set frequency (weekly recommended)
3. Add recipients
4. Review and act on each delivery

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Using for collections

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Prioritization

Focus collection efforts on:

1. Largest amounts — Biggest impact on cash
2. Oldest invoices — Hardest to collect
3. Good customers — Likely to pay with reminder

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Collection workflow

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Writing off bad debt

If an invoice is uncollectible:

1. Click the invoice
2. Click Write Off
3. Confirm the write-off
4. Entry recorded to Bad Debt Expense

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Common questions