Receivables
Monitor collection exposure, payment timing, customer risk, and the work most likely to improve cash timing.
Receivables is the operating dashboard for money customers still owe. It combines current accounts-receivable exposure with period-based collection signals so you can decide which invoices and customers need attention before moving into the invoice record to act.
What Receivables Helps You Do
- see current outstanding receivables and aging exposure
- compare payment speed and collection performance over a selected period
- identify overdue invoices, failed payments, broken promises, risky terms, and missing autopay
- review customers whose payment behavior or value deserves closer attention
- move from a business-level signal to the invoice, customer, or transaction record that explains it
- manage tone profiles and controlled tone experiments for eligible payment communications
Before You Start
- Sign in and select the team whose receivables you want to review.
- Confirm that invoice statuses, issue dates, due dates, paid dates, customers, and currencies are accurate.
- Record payments against the correct invoice before treating a collection metric as current.
- Connect and verify the payment and communication services used for customer follow-up.
- Treat mixed-currency totals as directional until they have been reconciled by currency.
Open Receivables
- Open Receivables in the main navigation.
- Select Overview, Analytics, Tone Profiles, or Tone Experiments in the section navigation.
- On Overview or Analytics, choose a reporting period.
- Use Custom range when the standard four-week, three-month, six-month, 12-month, month-to-date, year-to-date, or all-time choices do not fit the review.
The selected period is stored in the page URL, which makes the current analytical view easier to revisit. It does not apply to every card on the page.
Read the Headline Signals
The overview begins with four key metrics:
| Signal | What it represents | Time behavior |
|---|---|---|
| Outstanding | Total amount in the current AR-aging buckets | Current as of today |
| DSO | Average days receivables remain outstanding | Selected period |
| Collection rate | Paid invoice count divided by all invoice records | All time |
| Avg days to pay | Average days from invoice issue to payment for paid invoices | All time |
These metrics answer different questions. Do not compare them as if they were one cohort. For example, changing the period can change DSO while Collection rate and Avg days to pay remain unchanged.
The collection-rate denominator includes paid, unpaid, overdue, draft, scheduled, and canceled invoice records. It is a record-completion ratio, not a dollar-weighted recovery rate.
Work the Do Next Queue
The Do next section shows only non-empty receivables alerts for the selected period. Items are ordered by severity and then by monetary impact when an amount is available.
| Item | What triggered it | First check |
|---|---|---|
| Overdue invoices | One or more invoices are past due | Open the overdue invoice list and verify balance, due date, and customer context |
| Risky terms | Open invoices meet the current high-risk terms criteria | Recheck deposit, autopay, and term length before sending or following up |
| Broken promises | Customers missed a recorded promise-to-pay date | Confirm the promise and whether a payment arrived through another path |
| Failed payments | Recent payment attempts failed | Check the payment method and provider evidence before retrying |
| Missing autopay | Higher-value open invoices do not have an eligible autopay arrangement | Confirm customer authorization and saved payment method status |
Select an item to move to its owning workspace. Some receivables alerts return to the Receivables overview rather than opening a pre-filtered record, so you may still need to open Invoices or Customers and locate the affected records.
If the section says Nothing needs your attention right now, no supported alert bucket is currently non-empty. It does not prove every invoice is correct or every payment has settled.
Review Aging and Cash Conversion
The Aging & cash conversion section contains:
- AR Aging — current outstanding balances grouped into 0–30, 31–60, 61–90, and 90+ day buckets
- Days Sales Outstanding (period) — average collection time for the selected period
- Collection Curve — cumulative share collected by days since invoice issue
- Recovery Rate — recovered share broken out by aging bucket for the selected period
Start with the oldest non-zero aging bucket, then compare it with DSO and the collection curve. A rising DSO or a curve that reaches its final level later can indicate slower collection even when total outstanding has not changed much.
AR Aging is a current snapshot. Changing the reporting period does not change its as-of-today calculation.
Review Customer and Invoice Concentration
The Customers & invoices section contains:
- At-Risk Customers — up to 10 customers ranked by average days late, with the share of invoices paid late
- Customer Profitability — profit attributed to the highest-ranked customers in the selected period
- Counterparties — transaction volume grouped by counterparty
- Invoice Status — invoice amount grouped by current status for the selected period
These cards are prompts for investigation, not instructions to change a customer's treatment automatically. Open the customer and invoice history before changing terms, tone, or escalation.
Turn a Signal Into Collection Work
- Select the period that matches the operating review.
- Read Do next before interpreting the charts.
- Note the largest aging bucket and any movement in DSO, recovery rate, or payment lag.
- Open Invoices → Invoices.
- Filter to Overdue or the relevant customer, date, amount, or status.
- Open the invoice details and verify:
- customer and contact details
- amount remaining, payments, credits, and adjustments
- issue and due dates
- dispute, settlement, and prior communication context
- current recovery status and next action, when present
- Choose a one-time reminder, settlement offer, status correction, or Auto-chase only after the record supports it.
- Return to Receivables after the invoice record is correct and refresh the page.
What the Period Selector Does Not Change
The period selector does not currently change:
- current Outstanding and AR Aging
- all-time Collection rate and Collection Effectiveness
- all-time Avg days to pay and Days to Pay (DSO)
- Tone Profiles analytics, which use their own all-time and weekly aggregations
- Tone Experiment assignments and conversion summaries
Use the supporting count and subtitle on each card to determine whether a zero is meaningful.
Currency and Data Limits
- Some current and all-time invoice aggregates combine raw invoice amounts and display the most recently observed invoice currency. They do not provide a complete multi-currency conversion layer.
- Period cards that accept a currency can still depend on the underlying analytics data and configured records. Reconcile important totals against the source invoice and accounting system.
- Empty teams can show zero or an empty card. Zero without supporting invoices is an absence of data, not evidence of strong performance.
- Customer-level cards show focused ranked lists rather than exhaustive exports.
- Recent invoice and payment updates can take a short time to appear in analytical views.
- Receivables is a dashboard, not a replacement for the invoice ledger. Status, payment, and communication corrections belong on the owning record.
Troubleshooting
The period changed but a headline number did not
Outstanding, Collection rate, and Avg days to pay do not all use the selected period. Check the time behavior table before treating the unchanged value as stale.
Outstanding does not match the invoice balances I added manually
Confirm invoice statuses and currencies first. AR-aging totals can combine raw amounts across currencies, and aggregate outstanding may not reflect every invoice-level partial-payment detail. Use the full invoice records to reconcile payments, credits, and remaining balances.
A card is empty even though invoices exist
The card may require paid dates, past-due invoices, customer links, or activity inside the selected period. Open Invoices → Insights and the invoice list to verify the required source data.
An action item does not open the exact invoice
Use the item's count and description, then open Invoices and apply overdue, customer, amount, or date filters. Several receivables alerts lead to the workspace rather than a single preselected record.
A recent payment is still shown as outstanding
Open the invoice and verify that the payment, amount remaining, paid date, and status agree. Refresh Receivables only after the source record is correct.