Read the invoice ageing report
Learn how to use the Invoice Ageing Report to track overdue invoices and manage your cash flow effectively.
This guide explains how to read and use the Invoice Ageing Report. You can use it to track all your unpaid invoices and identify which clients have overdue payments.
Keeping track of unpaid invoices is crucial for maintaining a healthy cash flow. The Invoice Ageing Report groups outstanding amounts by how long they have been overdue, so you can prioritize your collection efforts and make informed financial decisions.
Before you start
- You need a permission level that allows you to view financial reports. Your organization administrator can grant this access.
- This report only includes data from Approved invoices. Draft invoices are not included.
Locate the report
You can find the Invoice Ageing Report in the main reporting section.
- Navigate to Reports from the main menu.
- In the Financial Reports section, select Invoice Ageing.
Understand the report columns
The report organizes your outstanding receivables into time-based buckets. This table explains what each column represents.
| Column Header | What it means |
|---|---|
| Client | The name of the client with one or more unpaid invoices. |
| Total Outstanding | The total amount owed by the client across all their unpaid invoices. |
| Current | The portion of the total that is not yet overdue. This amount is from invoices whose due date is in the future. |
| 1-30 Days | The portion of the total that is between 1 and 30 days past its due date. |
| 31-60 Days | The portion of the total that is between 31 and 60 days past its due date. |
| 61-90 Days | The portion of the total that is between 61 and 90 days past its due date. |
| 90+ Days | The portion of the total that is more than 90 days past its due date. |
Filter and customize your view
You can filter the report to focus on the data that is most important to you. The report defaults to showing data as of today's date.
- Click the Filter button to open the filter options.
- To view ageing for a specific client, select them from the Client dropdown menu. You can select multiple clients.
- Click a column header, like Total Outstanding or Client, to sort the report. An arrow indicates the current sort column and direction.
- Click Apply Filters to update the report with your selections.
💡 Tip: Use the Export button to download the report as a CSV or PDF file. This is useful for sharing with your accountant or for deeper analysis in a spreadsheet application.
Drill down for more detail
From the main report, you can investigate a specific client's outstanding balance or view an individual invoice.
- Click any client's name in the report.
- This opens a detailed view that lists every individual outstanding invoice for that client.
- From this detailed view, click any invoice number to open the full invoice document.
- On the invoice screen, you can choose to resend the invoice or record a payment you have received.
Good to know
- The ageing calculation uses the invoice Due Date. It does not use the Issue Date.
- The report automatically accounts for any applied credit notes. A credit note will reduce the outstanding balance shown for a client.
- Report data updates in near real-time. As you receive payments or issue new invoices, the report will reflect these changes.
- Each row in the main report represents a single client. The columns show the breakdown of their total debt across the different ageing periods.