Accounts Receivable Aging

Track outstanding invoices and customer payment status.

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.

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

Report structure

The report groups outstanding invoices by age:

Column	Invoices
Current	Not yet due
1-30 Days	1-30 days past due
31-60 Days	31-60 days past due
61-90 Days	61-90 days past due
90+ Days	More than 90 days past due

Example

Customer	Current	1-30	31-60	61-90	90+	Total
Acme Corp	$2,500	$1,200	$0	$0	$0	$3,700
Beta Inc	$0	$0	$3,400	$0	$0	$3,400
Gamma LLC	$5,000	$0	$0	$0	$2,100	$7,100
Total	$7,500	$1,200	$3,400	$0	$2,100	$14,200

Understanding aging

Current

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

1-30 days past due

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

31-60 days past due

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

61-90 days past due

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

90+ days past due

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

Drill-down

Click any amount to see detail:

Customer detail

Clicking a customer’s row shows:

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

Invoice detail

Click an invoice to see:

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

Actions from the report

Send reminders

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

Export for collections

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

Record payments

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

Filtering and sorting

By customer

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

By age

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

By amount

• Sort largest to smallest
• Filter minimum amount

Key metrics

At the top of the report:

Metric	Description
Total AR	All outstanding invoices
Current	Not yet due
Total Overdue	All past due invoices
Average Days to Pay	Historical collection speed
Days Sales Outstanding (DSO)	Average AR / Daily Sales

DSO benchmark

DSO	Interpretation
< 30	Excellent collection
30-45	Good, room to improve
45-60	Needs attention
> 60	Collection problems

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

Scheduled reports

Send AR aging automatically:

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

Using for collections

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

Collection workflow

1. Current to 30 days

   Automatic reminder email on day 1 past due.

2. 30-45 days

   Personal email or phone call. Ask if there’s an issue.

3. 45-60 days

   Escalate to decision-maker. Offer payment plan if needed.

4. 60-90 days

   Formal demand letter. Consider stopping service.

5. 90+ days

   Final notice. Send to collections or write off.

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

Only write off invoices after genuine collection efforts. Write-offs reduce income and taxes but also show collection problems.

Common questions

How do I reduce AR aging?

• Invoice promptly
• Shorter payment terms (net 15 vs net 30)
• Accept credit cards
• Require deposits
• Send early reminders
• Follow up consistently

What's a healthy aging profile?

Ideally:

• 80%+ in Current
• < 15% in 1-30 days
• < 5% in 31-60 days
• Minimal in 60+

How are partial payments shown?

The report shows remaining balance. If a $1,000 invoice has a$300 payment, it shows $700 outstanding, aged from the original invoice date.

AP Aging Report

Track what you owe vendors.