Who owes you, how old it is, and who to call first. Receivables are organized by customer, because you collect from a person — not from a scattered list of invoices.
Accounts, Not Invoices
A receivables account is one customer and every open invoice they carry across all of their jobs. That's the unit that matters, because when you pick up the phone you're talking to a person about their whole balance, not about invoice 1042-I3 in isolation.
Each account shows the outstanding total, how much of it is past due, the age of the oldest late invoice, how many jobs contribute, when they last paid you, and what share of their settled invoices were paid on time.
- One account = one customer, across every job.
- Outstanding, past due, and per-band aging per account.
- Last payment date and historical on-time rate.
- Open invoices listed worst-first.
Aging Buckets
Balances fall into five buckets by how far past due they are, and each carries the collections desk's honest read on what it means. The same buckets are used in Reports, so the two never disagree.
The point of the captions is to stop you treating all past-due money the same. Something at 20 days needs an email; something at 70 needs a different conversation.
- Current — inside terms.
- 1–30 days — getting stale.
- 31–60 days — call territory.
- 61–90 days — collections risk.
- 90+ days — escalate.
Account Risk
Each account carries a risk level derived from its oldest past-due invoice: Current, Watch, At risk, or High risk. The worklist orders by it, so the account that needs you most is at the top and you never have to sort a list to find the fire.
- Current — nothing late.
- Watch — 1 to 30 days late.
- At risk — 31 to 90 days late.
- High risk — over 90 days late.
The Scoreboard
Above the worklist sits the market's receivables scoreboard. Outstanding and past due tell you the size of the problem; DSO and average days to pay tell you whether it's getting better or worse.
DSO — days sales outstanding — is your outstanding balance divided by average daily billings over the trailing 90 days. It answers one question: how long does it take you to turn work into cash? Watching it move matters more than its absolute value.
- Outstanding, past due, and past-due share.
- Collected this month and unbilled backlog.
- DSO and average days from invoice to full payment.
- Collection rate, and retainage held vs. releasable.
- Market-wide aging by amount and invoice count.
Pro tip: Track DSO monthly, not daily. If it climbs three months in a row, the problem is your billing habits, not any one slow customer.
Who Can See It
Receivables are financials-gated. Roles without financial access work jobs and send proposals normally, and simply don't see Money.
- Money requires financial access.
- Receivables are scoped to the current market.