Receivables Reports - Overview
The Receivables reports in Zoho Billing provide a comprehensive list of reports, which give you insights into the total money that is owed to you. This is particularly helpful to identify outstanding invoices, analyze invoice and quote details, and gain insights into bad debts, allowing you to take well informed decisions and improve your cash flow.
Zoho Billing supports the following Receivables reports:
- AR Aging Summary
- AR Aging Details
- Invoice Details
- Retainer Invoice Details
- Quote Details
- Bad Debts
- Customer Balance Summary
- Receivable Summary
- Receivable Details
- Progress Invoice Summary
AR Aging Summary
The AR Aging Summary report in Zoho Billing provides an overview of outstanding receivables categorized by the number of days they have been unpaid. You can view this report for different entities, such as Invoices or Credit Notes. It lets you categorize the overdue entity amounts into different aging intervals, such as Current, 1-15 days, 16-30 days, 31-45 days, and > 45 days. You can also view the total outstanding amount of each customer.
Click on a customer’s outstanding balance or invoice count for an aging interval to view a list of their outstanding transactions for that aging interval. You will be redirected to the customer’s AR Aging Details.
You can view this report based on:
- Invoice Due Date - The aging intervals of each transaction will be calculated from the due date of the invoice.
- Invoice Date - The aging intervals of each transaction will be calculated from the date of the invoice.
You can customize the report:
- Show By - You can choose to view the report based on:
- Invoice Count - View the total number of outstanding invoices across multiple aging intervals.
- Outstanding Invoice Amounts - View the total amount that is overdue across multiple aging intervals
- Aging Intervals - Select the number of aging intervals and the frequency of the intervals, based on which you want to categorize the report. You can customize the aging intervals as number of days or weeks.
How is this report helpful for your business?
The AR Aging Summary report helps you track overdue invoices and open credit notes, monitor customer payment behavior, and identify high-risk accounts that need immediate follow-up. This is particularly helpful to strengthen your payment collection strategies, maintain steady cash flow, and reduce the risk of bad debts.
Scenario: Aaron Brown, the head of the receivables management team at Zylker, wants to view and identify the outstanding amounts of each customer and find out the amount that is outstanding across multiple aging intervals. He can use the AR Aging Summary report in Zoho Billing to find the required information and reach out to his team for following up with the customers for clearing the payments.
AR Aging Details
The AR Aging Details report in Zoho Billing gives you a comprehensive list of all outstanding receivable transactions, categorized by the number of days or weeks they have been unpaid. You can view this report for each entity, such as Invoices or Credit Note.
You can also select the number of Aging Intervals and the frequency of the intervals, based on which you want to categorize the report.
How is this report helpful for your business?
The AR Aging Details report helps you drill down into specific invoices that are overdue, making it easier to follow up on pending payments. This is particularly helpful to find out specific invoices that have been overdue for the longest time, along with the highest amounts, and prioritize them accordingly.
Scenario: Charles Stone, who is part of the receivables management team at Zylker, wants to find out the customers with the highest outstanding amount for the longest period. He can use the AR Aging Details report in Zoho Billing to find out each outstanding invoice, along with the number of days for which it has been overdue. He can then reach out to each customer for follow up and recover the outstanding amount.
How is the AR Aging Details report different from the AR Aging Summary report?
| AR Aging Summary Report | AR Aging Details Report |
|---|---|
| The AR Aging Summary report shows you a list of all the customers with unpaid invoices, along with the total outstanding balance or unpaid invoice count across multiple aging intervals. | The AR Aging Details report shows you a list of all the unpaid invoices and open credit notes, along with the customer name and balance due for each transaction, across multiple aging intervals. |
| This report helps you assess the overall number of unpaid invoices and their total amount for each customer. | This report helps you drill down into specific overdue invoices for targeted follow-up. |
Invoice Details
An invoice is a financial document that indicates the supply of goods or services between a vendor and a customer. The Invoice Details report in Zoho Billing provides a comprehensive list of all one-time invoices and subscription invoices that were generated by your business within the selected Date Range.
You can view this report based on:
- Invoice Date - The list of invoices which were generated in the selected period will be displayed in the report.
- Invoice Due Date - The list of invoices whose due date falls in the selected period will be displayed in the report.
Note: This can include invoices which were created in previous periods as well. You can also view this report for selected products or All Products.
How is this report helpful for your business?
The Invoice Details report helps you track all the invoices for specific periods, customers, or products and run advanced filters. You can then export these reports and share it with the respective teams for audits, financial reviews, and business analysis.
Scenario: Charles Boyle, who works at the billing team at Zylker, wants to view the total number of invoices raised by the company during the last week. He can use the Invoice Details report in Zoho Billing and filter it based on the Date Range to view the total list of invoices that were raised in the last week. He can also do further customizations and export it to share it with other teams further.
Retainer Invoice Details
Retainer Invoice is created to receive advanced payments from a customer for products or services to be rendered to them. The Retainer Invoice Details report in Zoho Billing provides a comprehensive list of all the retainer invoices that were generated for your customers within the selected Date Range. The report also allows you to track all the advanced payments made to you by the customer for quotes and projects.
How is this report helpful for your business?
The Retainer Invoice Details report helps you track all the retainer invoices that were generated for your customers for specific periods, customers, quotes, or projects. This can be particularly helpful to track the amount that your company has received as a liability to deliver the product or service.
Scenario: Mr. Stone, who is part of the billing team, wants to take a look at a list of all the retainer invoices that were raised within the last month, along with their status. He can use the Retainer Invoice Details report in Zoho Billing to view a list of all the retainer invoices and filter them based on Date Range. He can also use other filters and export it to share it with other teams as required.
Quote Details
A quote is a proposal that you send to your customers that details all the items and their prices that you are planning to sell to them.The Quote Details report in Zoho Billing provides a comprehensive list of all one-time quotes and subscription quotes generated by your business within the selected Date Range.
How is this report helpful for your business?
The Quote Details report helps you track all the quotes for specific periods, customers, or projects, and run advanced filters. This is particularly helpful in following up with customers who have not accepted the quotes to identify their issues and try to resolve them.
Scenario: Aaron Brown is part of the sales team at Zylker. He wants to find out a list of all the quotes that have been generated in the last month to follow up with customers who haven’t accepted quotes. The Quote Details report in Zoho Billing allows him to view a list of all quotes that were generated in the last month. He can further filter the report to view quotes that have not been accepted and follow up with the customers.
Bad Debts
Bad debt refers to the amount a business is unable to collect from its customers after all reasonable efforts have been made to recover the payment. These invoices are considered uncollectible and are written off for accounting purposes.
The Bad Debts report in Zoho Billing provides a list of customers whose invoices have been written off as bad debts within the selected Date Range.
How is this report helpful for your business?
The Bad Debts report helps you analyze the total value of uncollectible revenue and which customers contributed to these losses. This is particularly helpful to assess financial impact, identify risky customers, and improve your credit policies for better cash flow management in the future.
Scenario: Aaron Brown, the financial manager, wants to review the credit rating for all customers who had their invoices written off during the last quarter. He can use the Bad Debts report to get a clear picture of these customers and take necessary actions.
Customer Balance Summary
The Customer Balance Summary report in Zoho Billing provides an overview of each customer’s financial activity for the selected period, giving a clear picture of how much each customer owes you.
How is this report helpful for your business?
The Customer Balance Summary report helps you monitor outstanding balances for all your customers in one place, making it easier to track receivables and identify customers with overdue payments. This is particularly helpful when you need a consolidated view of customer balances without checking invoices individually.
Scenario: Zylker maintains their customers as separate accounts. Mr. Brown, who works in the accounting team, wants to view the total invoiced amounts versus payments received for customers in the last quarter. He can use the Customer Balance Summary report to view the required information for their customers, giving him a clear picture of their accounts.
Receivable Summary
The Receivable Summary report in Zoho Billing shows a summarized list of all receivable transactions.
How is this report helpful for your business?
The Receivable Summary report helps you keep track of all sales transactions and ensure that no transaction is missed. It allows you to verify payment statuses and maintain accurate records for audits and financial planning from a single view, without the need to go through individual transactions in the respective modules.
Scenario: Zylker maintains separate accounts for each of their customers. Mr. Brown, the head of the accounting team, wants to take a quick look at all the receivable transactions for the month and check their status. He can use the Receivable Summary report in Zoho Billing to review the status of each transaction directly from one place.
Receivable Details
The Receivable Details report in Zoho Billing shows a detailed list of all receivable transactions for each item.
How is this report helpful for your business?
The Receivable Details report gives you a more detailed view of all receivable transactions than the Receivable Summary report, allowing you to track each entity’s (invoices, credit notes, and sales receipts) item, quantity ordered, item price, and total. This is particularly helpful to analyze item-wise sales and when you need a detailed list of receivable transactions without manually checking each module.
Scenario: Patricia, who works in the billing team at Zylker, wants to review all invoices and credit notes for the month to verify which products were sold, which products had the most credit notes issued, and which products have the most payment outstanding. She can use the Receivable Details report in Zoho Billing to see a line-by-line breakdown of each transaction, including quantities and item prices.
How is the Receivable Details report different from the Receivable Summary report?
| Receivable Summary | Receivable Details |
|---|---|
| The Receivable Summary report shows a summarized list of transactions with total and balance amounts. | The Receivable Details report provides a detailed list of transactions, for each associated item, along with quantity, price, and total amount. |
| This is particularly helpful for businesses that need a summarized list of transactions for reporting. | This is particularly helpful for businesses that need detailed item-level insights of transactions for audits or detailed reporting. |
Progress Invoice Summary
A progress invoice is a type of billing that allows businesses to invoice clients for work completed at various stages of a project. Instead of waiting until the project to finish, the clients are billed incrementally based on the percentage of work completed.
The Progress Invoice Summary in Zoho Billing provides a consolidated view of all quotes that have progress invoice enabled, along with their current invoicing status during the selected period.
Note: This report will be visible only if you have enabled and created Progress Invoices.
How is this report helpful for your business?
The Progress Invoice Summary report is useful for businesses that rely on milestone-based billing, ensuring that payments are received progressively and no stage is missed. It helps track how much of the agreed amount has already been invoiced and the balance amount, helping improve cash flow. This allows you to track the performance of your estimates over a period of time.
Scenario: Patricia runs an interior design firm and is working on multiple big renovation projects. She bills her clients in multiple stages based on project milestones. Using the Progress Invoice Summary report in Zoho Billing, Patricia can check how much each estimate has been invoiced and the amount collected so far. She can then plan her next milestone invoice accordingly.
Receivable Report Functions
The Receivable reports in Zoho Billing support the following functions:
| Report Function | AR Aging Summary | AR Aging Details | Invoice Details | Retainer Invoice Details | Quote Details | Bad Debts | Customer Balance Summary | Receivable Summary | Receivable Details | Progress Invoice Summary |
|---|---|---|---|---|---|---|---|---|---|---|
| Filter Report | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ |
| Group Report | ✔ | ✔ | ✔ | ✔ | ✔ | X | ✔ | ✔ | ✔ | ✔ |
| Customize Report Columns | ✔ | ✔ | ✔ | ✔ | ✔ | X | ✔ | ✔ | ✔ | ✔ |
| Sort Report | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ |
| Schedule Report | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | X |
| Share Report | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ |
| Export Report | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ |
| Print Report | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ | ✔ |
| Custom Report | ✔ | ✔ | ✔ | ✔ | ✔ | X | ✔ | ✔ | ✔ | ✔ |
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