Finding overdue invoices

The first step in collections is finding which invoices are overdue. View overdue invoices in ascending or descending order by time period, grand total owed, firm name or number, assigned collector, or COD status. Find details about the clients, their invoices, and your collection efforts. Resend invoices. Export the list as a report to an Excel spreadsheet or generic file, and print the report.

Search for overdue invoices
1. Receivables > Aged A/R
2. In the Search By pane, click or make selections in the filters before clicking :
  - Age as of
    
    Default is today. Enter a different date to create Aged A/R report for an earlier date. (See Date Navigator.)
  - Number of period
    
    How many months into the past to present outstanding invoices. Default is 6, but you can select any number up to 12. Results will include an extra column for all amounts billed on dates not included in the time periods requested, plus a grand total column.
  - Group By
    
    Bill To – Default. Who is responsible for paying the invoices.
    
    Sold To – Who ordered the billable services.
  - Firm
    
    Leave blank unless you want to see outstanding invoices for a single firm. See Looking up firms.
  - Parent Firm
    
    Leave blank unless you want to see outstanding invoices for all of the firms under a specific parent firm. See Looking up firms.
  - Consolidate by Parent Firm
    
    Default is No, so every firm with outstanding invoices that fit your search parameters will be listed separately. Click to select Yes if you want to combine all outstanding invoice amounts of firms under a parent firm together into one row.
  - Collector
    
    Leave blank unless you want to see outstanding invoices a single resource is responsible for collecting, i.e., you only want to see your clients with outstanding invoices. See Looking up resources.
  - Invoice Type
    
    Categories for organizing invoices by source, purpose, function, etc. Default is ALL. Click to restrict search to certain types of invoices (see Lookup panel). Invoice types are set up in Lists > Invoice.
  - Business Units
    
    Profit centers or parts of your business you track separately. Default is ALL. Click to restrict search to invoices tied to specific BUs (see Lookup panel). BUs are set in Business Units.
View details & contact clients

RB9 lists all of your clients that have outstanding invoices that meet your search criteria. To:
- View a client’s recent payment history, click > 90-day payment history next to the hyperlinked firm name. The Receivable Transaction Inquiry window lists all of the client’s payment activity for the past 90 days. To filter the results, see Searching for payment histories.
- View a client’s financial history, click > Client Activity next to the hyperlinked firm name. The Client Activity window lists all of the client’s financial activity with your company. To filter the results, see Viewing client activity.
- Send collection letters, click > Collection Letters next to the hyperlinked firm name. The Collection Letters window lists all of the Bill To invoices for the client. To send letters, see Sending collection letters (RB9 only).
- View previous collection efforts & make new ones, click a hyperlinked firm name. In the View Firm window, click Edit. See Recording collections efforts.
- View/resend invoices tied to the firm within a specific time frame, click the firm’s hyperlinked amount in the desired time frame column. In the View Aged A/R window, you can:
  - See the client’s basic contact information, such as the firm’s main phone number.
  - Look up additional information about the firm and the collector assigned to the account by clicking next to a field.
  - View basic invoice information at a glance, including how old in days the invoice is, in the Invoices for period [date range] pane.
  - View an invoice’s details by clicking its hyperlinked invoice number in the Invoices for period [date range] pane.
  - Resend invoices by check ing their boxes in the Invoices for period [date range] pane, then clicking Send Invoices (see Emailing from RB).
- View COD invoices, click the COD header 2x to have all COD invoices appear at the top of the list.
Export/print report

If you’d like to work from a hard copy of the Aged A/R report, you have 2 options:
- To export the report with invoice details included, click Export with Invoices. RB9 will export the report as an Excel spreadsheet with each client’s overdue amounts broken down by age, plus a list of all of their overdue invoices including basic details. Total amount line at the bottom of the report includes total outstanding amounts for all clients broken out by time period.
- To export the Aged A/R report without invoices, click and select an export file type. See Exporting & printing results.

TIP: Use Aged A/R to set collection priorities

The default Aged A/R lists clients with unpaid balances in descending order by the ones who have the largest amount outstanding in the oldest time period. These are the clients you want to go after first for the biggest results.

NEXT: Contact overdue clients

When you access client details from the Aged A/R, you can use all of this information to contact the client and provide them with details about overdue amounts from specific invoices. Then record your efforts and set follow-up reminders. See Recording collections efforts.