Invoice Aging

Invoice Aging Report

Overview

Analyze accounts receivable by sorting outstanding invoices into aging buckets: Current (0-30 days), 31-60 days, 61-90 days, and 90+ days. Identifies clients with chronically late payments and calculates total exposure.

Wilson Tools Used

• transaction_search — find payment transactions matched to known clients or invoice references, identify gaps where expected payments are missing

Workflow

1. Ask for the list of outstanding invoices (client name, invoice amount, invoice date, due date) or ask the user to describe their invoicing pattern.
2. Use transaction_search to find all incoming payments from each client over the past 6 months.
3. Cross-reference received payments against known invoice amounts and dates.
4. For each unpaid or partially paid invoice, calculate days outstanding from the due date.
5. Sort into aging buckets:

Copy code
ACCOUNTS RECEIVABLE AGING — as of [Date]
═══════════════════════════════════════════════════════
Client          Current   31-60    61-90     90+     Total
────────────────────────────────────────────────────────
Acme Corp       $2,500      —        —        —     $2,500
Beta LLC            —    $1,800      —        —     $1,800
Gamma Inc           —       —     $3,200      —     $3,200
Delta Co            —       —        —     $5,000   $5,000
────────────────────────────────────────────────────────
TOTALS          $2,500   $1,800   $3,200   $5,000  $12,500
% of Total       20.0%    14.4%    25.6%    40.0%    100%
═══════════════════════════════════════════════════════

6. Flag any client with invoices in the 90+ bucket.
7. Calculate weighted average days outstanding.
8. Recommend follow-up actions: send reminder (31-60), escalate (61-90), consider collections (90+).

Without Wilson

1. Export your invoice list from your invoicing tool (QuickBooks: Reports > Customers & Receivables > A/R Aging Summary; FreshBooks: Reports > Accounts Aging; Wave: Reports > Aged Receivables).
2. If no invoicing tool, create a spreadsheet with columns: Client, Invoice #, Amount, Invoice Date, Due Date, Paid Date, Paid Amount.
3. Calculate days outstanding: =IF(PaidDate="", TODAY()-DueDate, PaidDate-DueDate).
4. Assign buckets with: =IF(DaysOutstanding<=0,"Current",IF(DaysOutstanding<=30,"Current",IF(DaysOutstanding<=60,"31-60",IF(DaysOutstanding<=90,"61-90","90+")))).
5. Pivot table: Rows = Client, Columns = Bucket, Values = Sum of Amount.
6. For weighted average: =SUMPRODUCT(Amount,DaysOutstanding)/SUM(Amount).

Important Notes

• Wilson tracks cash transactions, not invoices directly. This skill works best when you can provide a list of issued invoices to cross-reference against bank deposits.
• Partial payments should be tracked. If an invoice is $5,000 and $3,000 was received, the remaining $2,000 is still outstanding.
• Consider offering early payment discounts (e.g., 2/10 Net 30) for clients consistently in the 61-90+ buckets.