Accounts Receivable Aging Report

An aging report is a document that provides the unpaid invoices as well as the duration for which the accounts receivable is outstanding. It helps you to monitor and manage the due and overdue payments as well as track slow-paying customers.

In this article, we'll discuss in detail about:

What is the Accounts Receivable Aging Report?
Why is an Aging Report important?
How to prepare an Aging Report?

How can an Aging Report help your business?

What is The Accounts Receivable Aging Report?

'Aging' here refers to the process of organizing accounts receivable by their due payment date. It is called an aging report as it provides the total outstanding accounts receivable sorted into their age categories.

As we know, accounts receivable are the debts owed to the company that provides their customers services/products on a credit. Therefore, business companies and organizations prepare aging reports regularly to help them collect their receivables as quickly as they can.

Aging reports can vary in detail with different businesses, although the purpose remains the same. The outstanding accounts receivable are sorted into columns depending on the company's aging schedule such as 1-15 days, 15-30 days, 30-45 days, etc.

Why is an Aging Report important?

As a business, you need to stay on top of your cash flow as well as manage your company's finances. Therefore, it is important to prepare aging reports that can help you monitor outstanding accounts receivables and keep track of your customers.

Receiving your collections late can be an issue for your business as they can interrupt the cash flow. According to a recent survey, it has been found that 93% of businesses have suffered from late payments, causing a disruption to their cash flow where 40% of them had to delay payments to their suppliers. This could impact your supply chain and you will not be able to afford supplies for your business to grow.

Therefore, aging reports can help you know when to stop providing services/products to customers before late payments become an issue and you will write them off as bad debts. It will make identifying bad credit risks to your business easier and save your finances.

Aging reports can help you analyze your customers' payment history and track their late payments to adjust the collection practices to improve the debt recovery rate and average DSO. This can also aid in aligning the invoice timeline to your customer's payment history.

How To Prepare an Aging Report?

To prepare an aging report, you will need details such as your customer’s name, their outstanding balance amounts, and aging timelines.

Start with reviewing all the outstanding invoices. Sort them according to their outstanding due amounts as well as the number of days these invoices are due. You can customize these details as per the aging schedule requirements.

You can refer to this common aging schedule chart here to prepare an aging report:

Time Interval	Due Date
Due	Due on the same day
0-30 Days	Due within 0-30 days
31-60 Days	Due within 31-60 days
61-90 Days	Due within 61-90 days
>90 Days	Due after 90 days

Once you have prepared an aging report, you'll be able to monitor late-paying customers and their outstanding dues. This will then make it easier for you to take the next action, whether to send a follow-up invoice or withhold your services till the dues are cleared.

How Can an Aging Report Help Your Business?

Here are 5 ways an aging report can help maintain your company's finances and stay on top of your cash flow.

1. Let Go of Non-Paying Customers

Letting go of non-paying customers may be a difficult decision for any business, but it is especially challenging for startups or small businesses that are striving to build a customer base. Maintaining a solid cash flow, on the other hand, is critical for the survival and success of any business, and it may occasionally necessitate letting go of customers who do not pay their invoices on time.

By letting go of non-paying customers, you not only free up resources, but also lower your risk of bad debt. The amount of money owed to a business by customers who are unlikely to pay can have a substantial influence on your cash flow. Bad debt may tie up your resources and limit your capacity to invest in your business, and it can even lead to bankruptcy in extreme cases.

However, non-paying customers can put a drain on your company's resources, both time and money. For example, you may have to spend time and resources tracking them down for payment, which might divert attention away from other important activities. In some situations, you may have to hire a debt collection agency or file with the court to retrieve the money owing, which may be costly and time-consuming.

You can focus on serving your paying customers and creating a solid customer base if you let go of non-paying customers. This can help you keep your cash flow positive and guarantee you have the resources you need to develop your business.

But, before you let go of a non-paying customer, you should consider alternative options, such as establishing payment plans or negotiating a settlement. It is also critical to engage with your customers and understand the reasons for their non-payment. In other circumstances, they may be unable to pay for valid reasons, such as financial difficulty, and it may be reasonable to work out a solution that benefits all sides.

2. Identify Bad or Doubtful Debts

Detecting bad or doubtful debts is critical for keeping your company's finances in order and remaining on top of your cash flow. Customers owe money but are unlikely to pay it back, whereas questionable debts are money that may or may not be paid back in the future. You may avoid overestimating your accounts receivable and cash flow concerns by detecting and accounting for problematic or doubtful debts.

Here are some pointers to assist you to identify bad or problematic debts:

Examine your accounts receivables aging report: An aging report summarizes the amount of money due to your organization by customers as well as the length of time it has been outstanding. This report can assist you in determining which accounts are past due, how long they have been past due, and which are most likely to become bad debts.
Keep track of customer payment behavior: Tracking how quickly customers make their payments might help you identify individuals who may become late or default on their payments. If a customer starts to pay late or skips payments entirely, it might be a clue that they are suffering financial troubles.
Keep an eye out for any changes in a customer's company or financial situation: Significant changes in a customer's business or financial status may indicate that they are struggling to pay their debts. For example, if a customer goes through a merger or acquisition, or if their income falls substantially, they may be in danger of falling behind on their payments.
Follow up with late customers: Following up with overdue customers regularly will help you establish whether they are suffering financial issues or just failing to pay. Communicating with customers about outstanding debts can also assist you in negotiating payment plans or settlements to collect part or all of the money due.
Utilize credit checks and references: Before granting credit to a new customer, it is critical to run a credit check and collect references from previous businesses with which they have done business. This can assist you in identifying customers who are likely to pay their debts and avoiding credit extensions to those who have a history of defaulting.

To conclude, recognizing problematic or questionable loans is a vital element of keeping your company's finances in order and remaining on top of your cash flow. You can minimize the risk of bad debts and maintain your company's financial health by following these guidelines and adopting strong credit policies and accounts receivable processes.

3. Improve Your Credit Terms & Policies

Credit terms and policies are critical components of every company's financial structure. They help you get paid on time, have a healthy cash flow, and minimize the risk of bad debts.

Here are some pointers on how to enhance your credit terms and policies to boost your company's finances and cash flow:

Make Sure Your Credit Conditions Are Well Defined: Make sure your credit terms are properly stated and conveyed to your customers. This covers the payment period, late payment penalties, and any other applicable terms and conditions.
Do Credit Checks: Before granting credit to any customer, perform a credit check to confirm that they have a strong credit history and can be relied on to pay on time. You may also want to explore establishing credit limitations based on your customer's creditworthiness.
Rewards for Early Payment: Incentives such as discounts or awards for quick payment can encourage your customers to make payments on time or even sooner. This can increase your cash flow and lower your chance of bad debts.
Late Payment Penalties: Make sure your customers are aware of the consequences of late payment and constantly enforce them. This might reduce late payments and enhance your cash flow.
Implement Technology to Your Advantage: Try using technology to streamline your credit management processes, such as accounts receivable software, invoicing systems, and online payment platforms. This can aid in increasing efficiency, reducing mistakes, and saving time.

Monitor and Evaluate Your Credit Terms and Policies regularly: Check and update your credit terms and policies regularly to verify that they are still current and effective. This can assist you to enhance your credit management techniques and keep your cash flow healthy.

Finally, improving your credit terms and policies is a crucial step towards maintaining your company's finances and controlling your cash flow. You can reduce the risk of bad debts and enhance cash flow management by clearly defining your credit terms, performing credit checks, creating incentives for early payment, implementing late payment penalties, utilizing technology, and regularly monitoring and updating your policies.

4. Actively Focus on High-Paying Customers

One efficient strategy to keep your company's financial affairs under control and your cash flow in check are to aggressively target high-paying customers. Identifying and prioritizing customers willing to pay more for your products or services, as well as establishing tactics to attract and keep them, are all part of this process.

Here are some ideas for aggressively pursuing high-paying customers:

Identify your high-paying customers: Start by reviewing your customer data to determine who spends the most money on your organization. Look for patterns in their purchasing behaviors and characteristics to see what they have in common. This will assist you in developing a profile of your high-paying customers and ideas for attracting similar customers in the future.
Deliver great service: Because high-paying customers want it, make sure your team is trained to deliver it. Reply to their queries as soon as possible, be proactive in addressing their problems, and go above and above to ensure their pleasure. This will not only help you maintain existing high-paying customers, but it will also help you acquire new ones through excellent word-of-mouth.
Provide customized experiences: High-paying customers frequently want a customized experience that caters to their specific needs and preferences. Utilize data analytics to customize your products or services to their individual needs, and give customized promotions and discounts to demonstrate your appreciation for their devotion.
Provide premium products or services: High-paying customers are willing to pay a premium for quality products or services that meet their needs. Focus on delivering premium products or services that are superior to those of your competitors. This will help you maintain your pricing power and attract more high-paying customers.

Focus on customer retention: It's essential to focus on retaining your high-paying customers since it costs more to acquire new customers than to retain existing ones. Develop loyalty programs and incentives to encourage repeat business and build long-term relationships with your high-paying customers.

In conclusion, actively focusing on high-paying customers can help maintain your company's finances and stay on top of your cash flow. By identifying your high-paying customers, providing exceptional service, offering personalized experiences, providing premium products or services, and focusing on customer retention, you can attract and retain high-paying customers, which is critical for the long-term success of your business.

5. Modify Your Collection Strategies

Keeping a steady cash flow is key to any business's success, and recovering outstanding payments is an important part of that process. Even so, not all collection strategies work equally well for every organization, and they may need to be tweaked from time to time to maintain the organization's finances in excellent shape. In this section, we will look at some of the ways that businesses may change their collection techniques to better manage their finances and cash flow.

Examine your current process: The first step in improving your collecting strategies is to examine your current process. This entails examining the various stages of the collection process, such as invoicing, payment reminders, and follow-up methods. Determine whether there are any bottlenecks, delays, or issues that may be creating payment delays or disputes. This data can assist you in identifying areas for improvement and developing a more successful collecting plan.
Establish Clear Payment Terms: One of the most common reasons for payment delays is that payment conditions are unclear and not defined. To avoid such problems, it is important to set up clear payment conditions that are disclosed to clients ahead of time. Payment terms should include the payment due date, payment methods, and any penalties or interest charges that may be imposed for late payments. This will assist customers in understanding payment expectations and planning accordingly.
Implement Automatic Payment Reminders: Using automated payment reminders might help you enhance your accounts receivable collection process. You can reduce the chance of late payments and enhance the entire collection process by sending timely payment reminders through email or SMS. Payment reminders that are automated can also save time and money by eliminating the need for human follow-up operations.
Give Early Payment Incentives: Another effective strategy to increase your collection techniques is to provide early payment rewards. This might be in the form of a discount or other advantages for customers who pay their invoices on time. Such rewards might encourage customers to pay their invoices on time and enhance your company's cash flow.
Consider Outsourcing Collections: Outsourcing collections to accounts receivable software might be an excellent method to optimize your accounts receivable collection process. These companies specialize in accounts receivable and have the knowledge and resources to deal with overdue accounts. Outsourcing collections can also assist in lessening the administrative load of the collection process, freeing up your company's time to focus on other critical responsibilities.

Finally, changing your collection strategies can help you keep your company's finances in order and your cash flow in check. You may enhance your accounts receivable process and decrease the risk of payment delays or disputes by analyzing your current accounts receivable process, establishing clear payment conditions, introducing automatic payment reminders, giving incentives for early payment, and contemplating outsourcing collections.

Conclusion:

Accounts Receivable Automation Software can help improve your collection strategies, making them efficient and effective. They also provide customizable templates and embedded payment systems, making debt recovery faster and easier.

Speaking of automation, Maxyfi provides a rich intuitive dashboard where you can monitor and generate an aging report or summary in just a few minutes!

To automate with Maxyfi, Get started here.

Book a Demo