Aging And Statements

Aging and statements help finance teams review outstanding receivables, prioritise collection work, and explain balance movement to a party.

Open Billing -> Operations -> Aging or Billing -> Operations -> Statements.

Workspace Reference

Workspace	User Goal	Result
Aging	Review overdue receivables by as-of date, party, currency, business unit, aging band, and payment status.	Finance can prioritise collections and exposure review.
Statements	Review one party's billing activity over a selected period.	Finance can explain opening balance, invoices, payments, adjustments, and closing balance.
Invoices	Open invoice detail when a balance needs investigation.	Users can inspect lines, allocations, credit notes, write-offs, and posting state.
Payments & Settlement	Review payment transactions when statement movement depends on actual payment status.	Users can distinguish invoice balance from money movement and settlement evidence.

Aging

Aging groups unpaid invoice balances by how long they have been outstanding.

Use aging to answer:

• who owes us money?
• how much is current?
• how much is overdue?
• which balances need collection follow-up?
• which parties have old unpaid balances?
• what was receivable exposure as of a specific date?

Aging Filters

Common aging filters include:

Filter	Meaning
As-of date	Date used to calculate invoice age and outstanding balance.
Party	Customer, member, tenant, supplier, or other billed party.
Currency	Currency of the receivable.
Business unit	Operating area responsible for the invoice.
Aging band	Current, 1-30, 31-60, 61-90, over 90, or configured equivalent.
Payment status	Unpaid, partially paid, overdue, written off, or resolved.

The as-of date matters. Aging can change daily as due dates pass and payments are applied.

Aging Bands

Typical bands are:

Band	Meaning
Current	Not yet overdue.
1-30 days	Recently overdue.
31-60 days	Needs active follow-up.
61-90 days	Higher collection risk.
Over 90 days	Requires escalation, dispute review, or write-off assessment.

Your organisation may use different band labels or thresholds.

Reviewing Aging

When reviewing aging:

• confirm the as-of date
• review large balances first
• review old balances separately from new balances
• check if payments were applied after the as-of date
• check whether credit notes or write-offs are pending
• confirm whether disputed invoices should be followed up differently
• export or save the report only after filters are correct

Statements

Statements show a party’s billing activity over a selected period.

A statement can include:

• opening balance
• invoices
• payment allocations
• credit notes
• write-offs
• adjustments
• closing balance
• settlement references where available

Use statements when communicating with parties about what they owe and how the balance changed.

Statement Review

Before sending or exporting a statement, confirm:

• party is correct
• date range is correct
• opening balance is expected
• invoice descriptions are clear
• payments are allocated correctly
• credit notes and write-offs are posted where expected
• closing balance agrees with invoice detail or aging
• disputed items are explained

Aging Versus Statement

Question	Aging	Statement
Which balances are overdue?	Yes	Limited
What happened over a period?	Limited	Yes
Which parties need collection follow-up?	Yes	Limited
What should be sent to a customer?	Sometimes	Yes
How did the balance move?	Limited	Yes

Use both together for collection review.

Common Mistakes

Mistake	Better Practice
Sending a statement before payment allocation is updated.	Apply confirmed payments first.
Using today’s aging for a historical review.	Set the correct as-of date.
Ignoring credit notes awaiting approval.	Review pending adjustments before escalation.
Treating an overdue disputed invoice as normal collection.	Review dispute notes and assign follow-up.
Sending statements with vague invoice lines.	Correct invoice descriptions where policy allows or add explanatory notes.

Related Guides

• Invoices
• Applying Payments
• Credit Notes And Write-Offs
• Recurring Billing And Dunning