Read your accounts receivable aging report with the booking in view.
An accounts receivable aging report shows what customers still owe and how long each balance has been overdue.
For a service business, the service date, payment schedule and unpaid balance answer different questions. Read them together before deciding which customer needs a follow-up.
01
Start with the aging buckets.
Aging organizes unpaid amounts by how late they are, rather than just listing the largest invoice first. Everybooking separates not yet due, 1–30, 31–60, 61–90 and over 90 days overdue. The report uses committed invoices, so an open quotation should not be treated as an overdue customer debt.
- Not yet due: an unpaid amount whose due date has not passed.
- 1–30 days: a recently overdue amount to review.
- 31–60 and 61–90 days: longer-outstanding balances.
- Over 90 days: balances needing a deliberate next step.
02
Check the payment schedule before contacting anyone.
A retreat in November can have a deposit due in September and a final balance due in October. An unpaid September deposit and a not-yet-due October balance should not receive the same message. Open the invoice and confirm the amount, due date, payments, refunds and current booking status.
- Check the customer's name and invoice reference.
- Confirm which installment or balance is overdue.
- Review recent payments and any refunds.
- Read the booking notes before deciding what to do next.
03
Use customer statements to understand the whole balance.
One customer or organization may have several bookings. A statement brings committed invoices, amounts paid and remaining balances together. It helps you explain which booking an amount belongs to and avoid treating a payment question as a new sales inquiry.
See receivables and customer statements →04
Keep receivables, expected payments and deposits distinct.
Receivables answers what is owed today. Expected payments answers what falls due during a selected period. Deposits held answers how much has already been received for bookings that have not started. A future payment forecast and money already in hand should not be added together as though both were new receipts.
- Receivables aging: unpaid balances and overdue periods.
- Expected payments: scheduled installments and other balances due.
- Deposits held: advance payments, net of refunds, for future bookings.
- Daily closeout: payments and refunds recorded in a day or period.
05
Make the report part of a regular booking review.
Run the report, check the invoices that need attention, agree who owns each follow-up and record the next action. Review the report again after payments arrive. Comparing the same basis and reporting period is more useful than reacting to a single total without its context.
- Review large balances and older amounts.
- Separate genuine payment questions from missing payment records.
- Ask a person to approve customer communication.
- Export a dated copy when your accountant needs one.
06
Ask for an explanation without authorizing a collection action.
With an eligible MCP connection and report permission, ask Claude, ChatGPT or Grok to show the accounts receivable aging report and explain its totals. Look only supports permitted reads. Asking for a report does not authorize the assistant to contact customers, collect payments or change bookings.
- Show today's accounts receivable aging report.
- Which customers have balances over 30 days overdue?
- Show the customer statement behind this balance.
- What payments are expected during this month?
Your questions, answered.
- Is an unpaid quotation accounts receivable?
- An unpaid quote is not automatically an amount a customer owes. Everybooking's receivables reporting uses committed invoices. Check the booking status and the agreed payment schedule before treating a balance as overdue.
- Why can a booking in the future appear overdue?
- A deposit or installment may be due before the service takes place. Its due date can pass while the booking date is still in the future.
- Is a deposits-held report the same as receivables aging?
- No. Deposits held concerns money already received for future bookings. Receivables aging concerns amounts customers still owe.
- Can an outside accountant view these reports?
- An owner or administrator can grant a restricted reports-only login with selected reports and CSV exports. This is separate from giving the accountant access to the staff workspace.
See how it fits your business.
Booking accounting reports →
See what is owed, due, received and still held for future bookings.
Staff roles and permissions →
Give each person access to the work they are responsible for.
Collecting group deposits →
Understand deposit collection across a group booking.