Accounts Receivable

Accounts Receivable (AR) manages all money owed by customers, tracking invoices, payments, and collection activities.

Overview

Accounts Receivable enables you to:

• Track customer invoices
• Monitor aging balances
• Process customer payments
• Manage collections
• Apply credits and adjustments
• Generate AR reports

Accessing Accounts Receivable

Navigate to Finance → Accounts Receivable from the main menu.

AR Dashboard

Overview

Accounts Receivable Dashboard

Receivables Summary:
├─ Total Outstanding: $567,890.12
├─ Due This Week: $78,901.23
├─ Overdue: $34,567.89
└─ Unapplied Payments: $5,678.90

Aging Summary:
┌────────────────────────────────────────────────────────────────┐
│ Current    │ 1-30 Days │ 31-60 Days│ 61-90 Days│ Over 90    │
├────────────────────────────────────────────────────────────────┤
│ $345,678   │ $123,456  │ $67,890   │ $23,456   │ $7,410     │
│ 61%        │ 22%       │ 12%       │ 4%        │ 1%         │
└────────────────────────────────────────────────────────────────┘

Collection Activity:
├─ Emails Sent Today: 15
├─ Calls Scheduled: 8
├─ Promises to Pay: 12 ($45,678.90)
└─ Escalated: 3

[View All Invoices] [Record Payment] [Collections]

Invoice Management

Invoice List

Invoices - Accounts Receivable

Filter: [All Customers ▼] [Status ▼] [Due Date ▼]

┌────────────────────────────────────────────────────────────────┐
│ Invoice #   │ Customer        │ Date     │ Due Date │ Amount  │Status│
├────────────────────────────────────────────────────────────────┤
│ INV-2026-089│ Acme Corp       │ Jan 15   │ Feb 14   │$12,345.67│ Open │
│ INV-2026-085│ TechStart Inc   │ Jan 12   │ Jan 27   │$8,901.23│ Open │
│ INV-2026-078│ Global Retail   │ Jan 10   │ Jan 25   │$5,678.90│ Due  │
│ INV-2026-065│ Smith & Co      │ Jan 08   │ Jan 23   │$3,456.78│Overdue│
│ INV-2026-045│ Big Box Store   │ Jan 05   │ Jan 20   │$15,678.90│ Paid │
└────────────────────────────────────────────────────────────────┘

Outstanding Total: $30,382.58
Selected: $0.00 (0 invoices)

[+ New Invoice] [Record Payment] [Send Reminders] [Export]

Invoice Detail

Invoice: INV-2026-089

Customer: Acme Corp
Invoice Date: January 15, 2026
Due Date: February 14, 2026
Terms: Net 30
PO Reference: ACME-PO-4567

Line Items:
┌────────────────────────────────────────────────────────────────┐
│ Product/Service      │ Qty   │ Price    │ Discount │ Total    │
├────────────────────────────────────────────────────────────────┤
│ Widget Pro           │ 50    │ $199.99  │ 10%      │ $8,999.55│
│ Gadget Plus          │ 25    │ $129.99  │ 0%       │ $3,249.75│
│ Installation Service │ 1     │ $500.00  │ 0%       │ $500.00  │
├────────────────────────────────────────────────────────────────┤
│ Subtotal                                           │$12,749.30│
│ Tax (8.5%)                                         │ $1,083.69│
│ Total                                              │$13,832.99│
│ Payments Applied                                   │ $1,487.32│
│ Balance Due                                        │$12,345.67│
└────────────────────────────────────────────────────────────────┘

Payment History:
├─ Jan 18: Payment $1,487.32 (RCP-2026-012)
└─ Balance: $12,345.67

[Edit] [Email Invoice] [Record Payment] [Create Credit Note]

Customer Balances

Customer Summary

Customer Balances

Sort: [Balance ▼] [Name] [Oldest Due]

┌────────────────────────────────────────────────────────────────┐
│ Customer          │ Open Inv │ Balance    │ Credits │ Net Due  │
├────────────────────────────────────────────────────────────────┤
│ Acme Corp         │ 12       │ $89,456.78 │ $2,345  │ $87,112  │
│ TechStart Inc     │ 8        │ $67,890.12 │ $0.00   │ $67,890  │
│ Global Retail     │ 15       │ $56,789.01 │ $1,234  │ $55,555  │
│ Smith & Co        │ 6        │ $45,678.90 │ $500    │ $45,179  │
│ Big Box Store     │ 10       │ $34,567.89 │ $0.00   │ $34,568  │
├────────────────────────────────────────────────────────────────┤
│ Total (234 cust)  │ 456      │ $567,890.12│ $12,345 │ $555,545 │
└────────────────────────────────────────────────────────────────┘

[View Details] [Export] [Print Statements]

Customer Aging

Customer Aging: Acme Corp

Contact: Jane Wilson | [email protected]
Credit Limit: $150,000
Available Credit: $60,543.22
Payment Terms: Net 30

Aging Detail:
┌────────────────────────────────────────────────────────────────┐
│ Invoice #    │ Date     │ Due Date  │ Balance │ Aging         │
├────────────────────────────────────────────────────────────────┤
│ INV-2026-089 │ Jan 15   │ Feb 14    │$12,345.67│ Current      │
│ INV-2026-078 │ Jan 10   │ Feb 09    │$23,456.78│ Current      │
│ INV-2026-045 │ Dec 20   │ Jan 19    │$18,901.23│ 1-30 Days    │
│ INV-2026-023 │ Dec 05   │ Jan 04    │$15,678.90│ 31-60 Days   │
│ INV-2025-890 │ Nov 15   │ Dec 15    │$8,901.23 │ 61-90 Days   │
├────────────────────────────────────────────────────────────────┤
│ Current: $35,802.45                                            │
│ 1-30 Days: $18,901.23                                          │
│ 31-60 Days: $15,678.90                                         │
│ 61-90 Days: $8,901.23                                          │
│ Total: $79,283.81                                              │
└────────────────────────────────────────────────────────────────┘

[Send Statement] [Record Payment] [Contact Customer]

Payment Processing

Record Payment

Record Customer Payment

Customer: Acme Corp
Payment Date: [01/22/2026]

Payment Information:
├─ Payment Method: [Check ▼]
├─ Reference: [Check #4567]
├─ Bank Account: [Operating Account ▼]
└─ Amount Received: $[35,000.00]

Apply to Invoices:
┌────────────────────────────────────────────────────────────────┐
│ Invoice #    │ Date     │ Due Date │ Balance   │ Apply        │
├────────────────────────────────────────────────────────────────┤
│ INV-2026-023 │ Dec 05   │ Jan 04   │$15,678.90 │ $[15,678.90] │
│ INV-2026-045 │ Dec 20   │ Jan 19   │$18,901.23 │ $[18,901.23] │
│ INV-2026-078 │ Jan 10   │ Feb 09   │$23,456.78 │ $[419.87]    │
├────────────────────────────────────────────────────────────────┤
│ Payment Amount:                                  │ $35,000.00   │
│ Applied Amount:                                  │ $35,000.00   │
│ Unapplied:                                       │ $0.00        │
└────────────────────────────────────────────────────────────────┘

Application Method:
● Apply to oldest first
○ Apply to specific invoices
○ Leave unapplied (on account)

[Cancel] [Save Payment]

Batch Payments

Batch Payment Entry

Deposit Date: January 22, 2026
Bank Account: Operating Account

┌────────────────────────────────────────────────────────────────┐
│ Customer        │ Reference    │ Amount    │ Invoices         │
├────────────────────────────────────────────────────────────────┤
│ Acme Corp       │ Check #4567  │ $35,000.00│ [Auto-Apply ▼]   │
│ TechStart Inc   │ ACH-89012    │ $8,901.23 │ INV-2026-085     │
│ Global Retail   │ Wire-2026-01 │ $15,000.00│ [Auto-Apply ▼]   │
│ [+ Add Payment]                                                │
├────────────────────────────────────────────────────────────────┤
│ Total Payments:                │ $58,901.23                    │
└────────────────────────────────────────────────────────────────┘

[Cancel] [Process Batch]

Credits and Adjustments

Credit Notes

Customer Credits

Filter: [All Customers ▼] [Status ▼]

┌────────────────────────────────────────────────────────────────┐
│ Credit #    │ Customer       │ Date     │ Amount   │ Available │
├────────────────────────────────────────────────────────────────┤
│ CN-2026-012 │ Acme Corp      │ Jan 18   │ $2,345.67│ $2,345.67 │
│ CN-2026-008 │ Global Retail  │ Jan 10   │ $1,234.56│ $734.56   │
│ CN-2026-005 │ TechStart Inc  │ Jan 05   │ $890.12  │ $0.00     │
└────────────────────────────────────────────────────────────────┘

Total Credits: $4,470.35
Available: $3,080.23
Applied: $1,390.12

[+ New Credit Note] [Apply Credits]

Apply Credit

Apply Credit Note

Credit Note: CN-2026-012
Customer: Acme Corp
Credit Amount: $2,345.67
Available: $2,345.67

Apply to Invoices:
┌────────────────────────────────────────────────────────────────┐
│ Invoice #    │ Due Date │ Balance    │ Apply                   │
├────────────────────────────────────────────────────────────────┤
│ INV-2026-089 │ Feb 14   │ $12,345.67 │ $[2,345.67]             │
│ INV-2026-078 │ Feb 09   │ $23,036.91 │ $[0.00]                 │
├────────────────────────────────────────────────────────────────┤
│ Credit Amount:                        │ $2,345.67               │
│ Amount Applied:                       │ $2,345.67               │
│ Remaining Credit:                     │ $0.00                   │
└────────────────────────────────────────────────────────────────┘

[Cancel] [Apply Credit]

Write-Off

Write Off Balance

Customer: Smith & Co
Invoice: INV-2025-456
Original Amount: $567.89
Current Balance: $567.89
Days Overdue: 120

Write-Off Details:
├─ Amount: $[567.89]
├─ Reason: [Uncollectible ▼]
│  ├─ Uncollectible
│  ├─ Customer Dispute
│  ├─ Bankruptcy
│  └─ Other
├─ GL Account: [6400 - Bad Debt Expense]
├─ Date: [01/22/2026]
└─ Notes: [Customer ceased operations]

Approval:
├─ Approved By: [Select Approver ▼]
└─ Reference: [WO-2026-015]

[Cancel] [Submit for Approval] [Write Off]

Collections

Collections Queue

Collections Queue

Filter: [All ▼] [Priority ▼] [Days Overdue ▼]

┌────────────────────────────────────────────────────────────────┐
│ Customer       │ Balance   │ Days Over│ Last Contact│ Priority │
├────────────────────────────────────────────────────────────────┤
│ Smith & Co     │ $15,678.90│ 45       │ Jan 15      │ High     │
│ Quick Parts    │ $8,901.23 │ 38       │ Jan 10      │ High     │
│ Metro Services │ $5,678.90 │ 32       │ Jan 18      │ Medium   │
│ City Supply    │ $3,456.78 │ 25       │ Jan 20      │ Medium   │
│ ABC Trading    │ $2,345.67 │ 18       │ Never       │ Low      │
└────────────────────────────────────────────────────────────────┘

Summary:
├─ High Priority: 5 accounts ($34,567.89)
├─ Medium Priority: 12 accounts ($45,678.90)
└─ Low Priority: 8 accounts ($12,345.67)

[Contact Customer] [Schedule Call] [Send Reminder]

Collection Activity

Collection Activity: Smith & Co

Customer: Smith & Co
Contact: Bob Smith | [email protected] | (555) 234-5678
Balance: $15,678.90 (45 days overdue)

Activity History:
┌────────────────────────────────────────────────────────────────┐
│ Date      │ Type         │ By           │ Notes                │
├────────────────────────────────────────────────────────────────┤
│ Jan 20    │ Phone Call   │ Sarah J.     │ Left voicemail       │
│ Jan 15    │ Email        │ System       │ 30-day reminder sent │
│ Jan 10    │ Phone Call   │ Sarah J.     │ Promised payment 1/20│
│ Jan 05    │ Email        │ System       │ Past due notice      │
│ Dec 30    │ Statement    │ System       │ Monthly statement    │
└────────────────────────────────────────────────────────────────┘

Promises to Pay:
├─ Jan 10: Promised $10,000 by Jan 20 (Broken)
└─ Previous: None

Schedule Next Action:
├─ Type: [Phone Call ▼]
├─ Date: [01/23/2026]
├─ Time: [10:00 AM ▼]
├─ Assigned To: [Sarah Johnson ▼]
└─ Notes: [Follow up on broken promise]

[Log Activity] [Send Email] [Escalate]

Collection Letters

Send Collection Letter

Customer: Smith & Co
Balance: $15,678.90
Days Overdue: 45

Letter Template: [Second Notice ▼]
├─ First Notice (Friendly reminder)
├─ Second Notice (Firm reminder)
├─ Final Notice (Demand for payment)
└─ Collection Warning (Legal action)

Preview:
┌────────────────────────────────────────────────────────────────┐
│ Dear Bob Smith,                                                │
│                                                                │
│ This is our second notice regarding your past due balance     │
│ of $15,678.90 which is now 45 days overdue.                   │
│                                                                │
│ We value your business and request immediate payment to       │
│ avoid any disruption to your account. Please contact us       │
│ at (555) 123-4567 to discuss payment arrangements.            │
│                                                                │
│ [INVOICE DETAILS TABLE]                                       │
│                                                                │
│ Sincerely,                                                     │
│ Accounts Receivable                                            │
└────────────────────────────────────────────────────────────────┘

Delivery: [Email ▼]
CC: [email protected]

[Cancel] [Preview PDF] [Send Letter]

AR Reports

Aging Report

AR Aging Report

As of: January 22, 2026

Summary by Aging Bucket:
┌────────────────────────────────────────────────────────────────┐
│ Aging Bucket  │ Amount      │ % of Total │ # of Invoices      │
├────────────────────────────────────────────────────────────────┤
│ Current       │ $345,678.90 │ 61%        │ 234                │
│ 1-30 Days     │ $123,456.78 │ 22%        │ 89                 │
│ 31-60 Days    │ $67,890.12  │ 12%        │ 45                 │
│ 61-90 Days    │ $23,456.78  │ 4%         │ 12                 │
│ Over 90 Days  │ $7,407.54   │ 1%         │ 5                  │
├────────────────────────────────────────────────────────────────┤
│ Total         │ $567,890.12 │ 100%       │ 385                │
└────────────────────────────────────────────────────────────────┘

Top 10 Customers by Balance:
1. Acme Corp: $89,456.78
2. TechStart Inc: $67,890.12
3. Global Retail: $56,789.01
4. Smith & Co: $45,678.90
5. Big Box Store: $34,567.89

[Export] [Print] [Email]

Collection Effectiveness

Collection Effectiveness Report

Period: January 2026

Collection Metrics:
┌────────────────────────────────────────────────────────────────┐
│ Metric                    │ This Month │ Last Month │ Target   │
├────────────────────────────────────────────────────────────────┤
│ Days Sales Outstanding    │ 32         │ 35         │ 30       │
│ Collection Rate           │ 94%        │ 92%        │ 95%      │
│ Bad Debt %                │ 0.5%       │ 0.8%       │ 1%       │
│ Current %                 │ 61%        │ 58%        │ 70%      │
├────────────────────────────────────────────────────────────────┤
│ Cash Collected            │ $523,456   │ $498,765   │ $500,000 │
│ New Billings              │ $567,890   │ $534,567   │ $550,000 │
└────────────────────────────────────────────────────────────────┘

Collection Activity:
├─ Calls Made: 156
├─ Emails Sent: 234
├─ Letters Sent: 45
├─ Promises Received: 89
└─ Promises Kept: 78 (88%)

[Export Report]

Customer Statements

Customer Statements

Generate Statements:
├─ Statement Date: [01/31/2026]
├─ Include: [All Customers with Balance ▼]
├─ Format: [Summary with Aging ▼]
└─ Delivery: [Email ▼]

Preview Recipients:
┌────────────────────────────────────────────────────────────────┐
│ Customer         │ Balance    │ Email                │ Status  │
├────────────────────────────────────────────────────────────────┤
│ Acme Corp        │ $89,456.78 │ [email protected]     │ Ready   │
│ TechStart Inc    │ $67,890.12 │ accounts@techstart  │ Ready   │
│ Global Retail    │ $56,789.01 │ payments@global     │ Ready   │
│ Smith & Co       │ $45,678.90 │ [email protected]     │ Ready   │
└────────────────────────────────────────────────────────────────┘

Total Statements: 234
Total Balance: $567,890.12

[Preview] [Generate All] [Email Statements]

Best Practices

Invoice Management

• Send invoices promptly
• Include payment terms clearly
• Follow up on disputes
• Maintain accurate records

Payment Processing

• Apply payments daily
• Match to invoices
• Follow up on shorts
• Reconcile deposits

Collections

• Contact early
• Document everything
• Be professional
• Escalate appropriately

Troubleshooting

Common Issues

Payment won't apply

• Verify customer match
• Check invoice status
• Review amount
• Clear unapplied first

Invoice showing wrong balance

• Check all payments
• Review credits applied
• Verify no duplicates
• Reconcile statement

Aging report incorrect

• Verify invoice dates
• Check payment dates
• Review adjustments
• Confirm terms

Statement doesn't match

• Review all activity
• Check credit notes
• Verify payments
• Contact customer

Related Documentation

Learn about Receipts for recording customer payments.