Accounts Receivable Basics: Track What You're Owed

What lives in receivables

Each unpaid invoice is a line in receivables. The general ledger holds the total, and the customer detail shows who owes what and since when. If you take payment at the time of sale, you may have no receivables at all, which is simple but not possible for every business.

Credit memos, partial payments and unapplied deposits also sit here. A payment received but not matched to an invoice makes the customer look like they owe money when they do not, so match payments promptly.

The aging report is your main tool

An aging report groups unpaid invoices by how overdue they are: current, a month late, two months late and so on. Run it weekly. The oldest buckets deserve attention first, because the chance of collecting drops as time passes.

Look at it by customer too. One client carrying most of the overdue balance is a concentration risk. If they stop paying, the business feels it quickly.

Set terms before the work starts

Receivables problems often begin with vague terms. Put the due date, accepted payment methods and any late fee on the quote, contract and invoice. Common terms are due on receipt or a set number of days after the invoice date. Choose what fits your industry and your cash needs.

For new customers or large jobs, consider a deposit or milestone billing. It reduces your exposure and sorts out serious buyers early.

Credit limits and customer risk

If you extend credit, decide how much you are willing to be owed by any one customer. Check references for large accounts. Stop work or shipments when a customer is well past due, and say so in the contract so it is not a surprise.

Track a simple note on each customer: how they usually pay, who handles bills and the right contact. That context is useful when you follow up.

A weekly receivables routine

Pick a day. Match any new payments, send invoices that are ready, review the aging report, and contact customers at the next overdue stage. Record every contact in your system or a note.

Compare receivables with sales over time. If sales grow but receivables grow faster, collections are slipping. Use the trend, not only the total. A bookkeeper can prepare the aging and reminders so your time goes to relationships, not paperwork.

Reading the numbers: days sales outstanding

A simple measure of collection speed is the average number of days it takes to get paid. Divide receivables by credit sales for the period, then multiply by the days in the period. If the figure creeps up over several months, customers are paying later or your follow-up has slowed.

Compare it to your stated terms. If you ask for payment in thirty days and the figure sits near fifty, your real terms are longer than your written ones. That gap is cash you are lending interest-free, and it may be worth a conversation about tighter terms or deposits.

Common questions

This guide is general information, not tax, legal or accounting advice. Rules, fees and due dates change; check with the IRS, the NJ Division of Taxation or a licensed professional for your situation.