Keeping track of aging invoices

In this article, you'll learn how to use the Aging invoices report to keep an eye on money you're still owed. It shows every invoice that still has a balance, groups them by how late they are, and puts the oldest at the top, so you know who to follow up with first.

To open the Aging invoices report:

  1. In the menu, click Reports.
  2. Click the Aging invoices tile.
Opening the Aging invoices report
Note: The report is on the web CRM only. You'll also only see Reports in the menu if your account is allowed to see financial data. See Finding your reports and who can see them.

Understanding the Aging invoices report

The report always shows things as they stand today. There are no date buttons to pick. Any invoice that isn't paid in full shows up here, whenever it was sent. Voided and deleted invoices are left out.

Along the top is a row of tiles:

  • Outstanding is the total still owed across every unpaid invoice, with the number of invoices underneath.
  • Current is the amount on invoices that aren't late yet. They're due today or later.
  • 1–30 days is the amount on invoices up to a month past their due date.
  • 31–60 days, 61–90 days and Over 90 days cover the older ones.

Each age tile shows the dollar amount, plus a count of invoices when there are any in it.

The tiles across the top of the Aging invoices report
The tiles across the top of the Aging invoices report
Tip: If an invoice has no due date, the report counts it from the invoice date, or from the date it was created if that's missing too. That way an invoice without a due date still shows how long it's been waiting.

Reading the list of unpaid invoices

Below the tiles is Unpaid invoices, oldest first. The invoices that have waited longest sit at the top. Each row shows:

  • Invoice: the invoice number
  • Client: who it's billed to
  • Job: the job number, which you can click to open the job
  • Invoiced: the invoice date
  • Due: the date it was due
  • Days overdue: how many days past due it is. It shows a dash when the invoice isn't late yet, and turns red after 30 days.
  • Status: the invoice's current status
  • Total, Paid and Balance: what was billed, what's been paid so far, and what's left

If every invoice is paid, the list says Nothing outstanding — every invoice is paid.

Using the report to follow up

Start at the top of the list and work down. Click the job number to open the job, then check what's been sent and get back in touch with the client. Once a payment comes in and the balance hits zero, the invoice drops off the report by itself.

Tip: You don't have to chase every late invoice by hand. You can set up reminders that go out automatically when an invoice is overdue. See Sending automatic reminders for overdue invoices.

The report can't be filtered by client, and you can't add columns. To see everything one client owes, open their record instead. See Tracking what a client owes.

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