A/R, aging and collections

Overview#

Accounting › Overview is your A/R list: every unpaid invoice, the total open A/R and what you collected this month. Aging buckets live in Reports. Collections mostly run themselves: overdue reminder texts, an AI agent that drafts reminders for your approval, and automatic credit holds. You step in where they don't work.

Before you start#

• Accounting › Overview needs invoices.read (every office role except technicians).

• Aging reports need reports.read.

• Approving AI reminder drafts needs ai.approve (Owner, Admin, Dispatcher, Accounting).

Steps#

See what's owed#

1. Go to Accounting › Overview.

2. Read Open A/R (unpaid balance on sent invoices) and Collected this month.

3. Filter Unpaid (default), Paid or All. Columns: Invoice, Customer, Status, Total, Balance, Due, Sent, Job. Overdue rows say "· overdue" in red.

4. Check Payment alerts for bank payments that bounced. Follow up and click Mark handled.

Check aging#

1. Click Open A/R (with reports access) to open the Accounts receivable report.

2. Balances are split into 0–30 days, 31–60 days, 61–90 days and Over 90 days. Drill down to see each invoice's age.

3. The A/R over 30 days report shows just the older balances.

Collect#

1. Turn on overdue reminder texts in Settings › Accounting › Billing & Collections (see Recurring billing, card retries, overdue reminders and finance charges).

2. With AI on, the collections agent drafts "Send a payment reminder" texts for invoices more than 3 days overdue. Review them in AI approvals and click Approve & send, or reject.

3. For customers who won't pay, place a credit hold (see Credit holds).

4. When you collect by check or transfer, record it on the invoice so reminders stop.

Settings that change this#

• Settings › Accounting › Billing & Collections: reminders, finance charges, automatic credit holds.

• Settings › AI › AI Assistants & Data Preferences: the collections agent.

• Settings › Your Account › Company Profile & Business Hours: Invoice terms (days) (when invoices become overdue).

Tips#

• Work the list oldest first; over-90 balances are the hardest to collect.

• Commercial customers' due dates follow their net terms.

Troubleshooting#

• An invoice I know is paid shows as unpaid → the payment wasn't recorded, or a bank payment is still processing → record it, or wait for it to clear.

• No aging link → you need reports access.

FAQ#

Is there an "Overdue" invoice status? No. Overdue means sent, with a balance, past the due date.

Are reminders sent by email? No, by text with the pay link.

Coming from ServiceTitan#

• Same: an A/R list and aging buckets.

• Different: reminders and AI-drafted follow-ups run automatically; aging lives in Reports.

• Where it lived: ServiceTitan's A/R and aging reports; Accounting › Overview and the A/R reports in TradesWork.