Aged Receivables Balance

This feature requires a Pro or Premium subscription.

The aged balance lists all customer invoices with an outstanding balance, grouped by how overdue they are relative to their due date. It lets you quickly identify at-risk receivables, visualise your client exposure, and send payment reminders directly from the report.

”As of” Date

The As of date field sets the reference date for the calculation. It defaults to today.

By changing this date you can reconstruct the balance as it stood on any past date: only payments received before the chosen date are counted; later payments are excluded.

Typical use case: enter your period-end closing date to obtain the exact balance at that date.

Key Indicators (KPIs)

Four indicators are displayed at the top of the page:

• Total due: total outstanding receivables, with the number of customers involved
• On time: amount of invoices not yet due (the “Not yet due” bracket)
• Overdue: combined amount across all overdue brackets
• High risk > 30 d: amount overdue by more than 30 days (brackets 31-60, 61-90 and > 90)

Each indicator also shows what percentage of the total due that amount represents. Amounts are expressed in the company currency (with automatic conversion for multi-currency invoices).

Distribution Charts

Two charts complement the KPI cards:

• Aging distribution: a proportional colour-coded bar showing how your receivables are spread across the five brackets (Not yet due → > 90 days). Green for healthy receivables, red for critical.
• Currency split: visible only when your portfolio contains invoices in multiple currencies. Shows each currency’s share of your total outstanding balance.

Aging Brackets

Each unpaid invoice is assigned to one of five brackets:

Bracket	Definition
Not yet due	Due date not yet reached as of the reference date
1 – 30 days	1 to 30 days overdue
31 – 60 days	31 to 60 days overdue
61 – 90 days	61 to 90 days overdue
> 90 days	More than 90 days overdue

Client Exposure Table

The Client exposure & aging section shows one summary row per customer, with the outstanding balance broken down across each bracket.

Filter by risk level: use the filters at the top of the table to display only clients matching a given profile.

• All: full view
• Healthy: no significant overdue amounts
• Warning: overdue between 1 and 90 days
• Critical: invoices overdue by more than 90 days

Risk column: each client is automatically assigned a risk badge (Healthy / Warning / Critical) based on their aging profile.

Invoice Detail per Client

Click a client row to expand it and display all their outstanding invoices:

• Invoice number
• Issue date
• Due date
• Remaining balance
• Days overdue (red badge) or “Current” status

A Bulk reminder button in the detail panel lets you send a single reminder covering all the client’s open invoices.

Sending a Payment Reminder

Each client row has an action button:

• Send reminder — for clients with moderate overdue amounts (1 to 90 days): sends a courteous payment reminder email.
• Escalate — for clients at critical risk (> 90 days): sends an escalation email marked URGENT.

How the reminder dialog works:

1. Click Send reminder or Escalate on the relevant client row.
2. The dialog shows the client’s email address, subject line, and message body, pre-filled with your defaults.
3. Edit the subject and body if needed.
4. Check Send me a copy to receive the same email in your inbox.
5. Click Send.

The email automatically includes a list of the client’s unpaid invoices and, if the client has portal access, a link to their online portal.

Reminder from the Invoices List

Overdue invoices in the invoices list also have a Send reminder action. This sends a reminder for that specific invoice without going through the aged balance report.

Configuring Reminder Email Templates

The subject and body of reminder emails are pre-filled with default values. To customise them:

1. Go to Settings → Email settings.
2. Fill in the Payment reminder subject and Payment reminder body fields.
3. Save. The new templates will be used for all future reminders.

Multi-Currency Support

Each invoice is displayed in its original currency. Per-currency sub-totals let you track receivables currency by currency. The grand total at the bottom of the table provides a converted figure in the company currency for a consolidated view.

Note: The supplier aged balance is not yet available in this version.

Best Practices

• Review the aged balance weekly to stay ahead of customer follow-ups
• Use the Critical filter to prioritise clients at 90+ days
• Prioritise collection actions on receivables in the > 90 days bracket using the Escalate button
• Customise your email templates in Settings → Email settings for a professional, on-brand message
• Use the “As of” date to prepare your period-end financial statements

Troubleshooting

No receivables appear in the table

• Verify you have an active Pro or Premium subscription
• Make sure there are customer invoices with a positive outstanding balance
• Check the “As of” date: if it is earlier than all invoice issue dates, the balance will be empty

Indicator amounts differ from the table

• Indicators are always shown in the company currency (with automatic conversion)
• The table keeps each invoice amount in its original currency

A partially paid invoice appears in the balance

• Only the remaining outstanding balance is shown, not the full invoice amount
• A partial payment reduces the displayed balance but does not remove the invoice from the table as long as an amount remains due

The reminder email is not sent

• Check that the client’s email address is filled in on their client record
• Make sure your sending email address is verified in the company settings

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