How to manage accounts receivable
Accounts Receivable (AR) represents the money owed to your business by customers for goods or services delivered but not yet paid for.
With Zuper, you can now efficiently track and manage your accounts receivable by gaining clear visibility into customers and organizations with outstanding invoice balances. Zuper also provides detailed aging information, helping you understand how long payments have been overdue.
By effective management of accounts receivable, you can reduce outstanding balances, improve liquidity, and minimize financial risks, contributing to better cash flow and overall financial health.
Managing accounts receivable
To manage your account receivables, follow these steps:
- Select the Accounting icon from the left navigation menu and choose “Invoices.”
2. You will land on the invoices summary page, which displays details such as the Invoice Number, Invoice Date, Due Date, Customer, and more for each invoice.
3. Click “AR management” at the top right of the screen. This will take you to the AR Management dashboard, where you can access an overview and the AR Aging Summary.
Dashboard insights
On the AR Management Dashboard (Overview), you can view the following key metrics and insights, providing a centralized view for efficient monitoring of overdue payments. The dashboard also includes clear prioritization indicators through charts and a list of the most overdue invoices.
- Outstanding Balance: Total amount owed by customers or total accounts receivable. This includes both current and overdue amounts.
- Delinquent Accounts: No. of customer/organization accounts that fall under an aging bucket, representing overdue invoice payments.
- Bad Debt: Amount that is considered unlikely to be collected.
- Aging period: Displayed as a donut chart, this provides a clear overview of payment statuses. It categorizes outstanding accounts receivable into time intervals based on how long they have been overdue. This includes:
- Current: Payments not yet overdue.
- 1–30 Days: Payments overdue by 1 to 30 days.
- 31–60 Days: Payments overdue by 31 to 60 days.
- 61–90 Days: Payments overdue by 61 to 90 days.
- 90+ Days: Payments overdue for more than 90 days.
- Most overdue invoice: Highlights the top 10 delinquent invoices that require urgent attention. This section includes key details such as actual due date, number of days overdue, invoice number, due amount, and the responsible customer’s name & phone number.
Note: From here, you can quickly send payment reminders to customers linked to selected invoices. Additionally, you can mark invoices as bad debt, if considered uncollectible, using the “kebab” icon
next to the corresponding customer.
A/R aging summary
The AR Aging Summary provides a detailed breakdown of accounts receivable categorized by aging periods. You can switch between different summary views to focus on data specific to:
- Invoice
- Customer/Organization
Invoice view:
When you switch to the invoice view, the table includes the following details based on the filter applied. The filter criteria include customer, due date, and aging period.
- Invoice Number: A unique identifier for each invoice.
- Due Date: The date by which the invoice payment is expected.
- Customer Name: The name of the customer responsible for the invoice.
- Customer Phone Number: The contact number of the customer for easy communication.
- Days Overdue: The number of days the payment has been overdue since the due date.
- Aging Period: The time interval categorizing the overdue status (e.g., 1–30 days, 31–60 days, 61-90 days and >90 days).
- Amount Due: The total outstanding balance on the invoice.
Note: You can also customize the columns or fields displayed on the table to suit your needs. To do this, click the “Columns” option at the top right of the table and select or deselect the fields you want to show or hide.
In addition to viewing the AR Aging Summary by invoice, you can multi-select invoices and perform the following bulk actions. These options streamline account receivable management, saving time and enhancing efficiency.
- Send Reminder: Quickly send payment reminders to customers associated with the selected invoices to prompt timely payments. The reminders by default, include the attached invoices, ensuring customers have all the necessary details for easy reference and seamless payment processing.
- Mark as Bad Debt: Designate selected invoices as bad debt if they are deemed uncollectible, ensuring accurate financial reporting.
Note: You can also use the ellipsis icon
next to an invoice to "Send Reminder" or "Mark as Bad Debt" for that specific invoice.
Customer/Organization view:
When you switch to the customer/organization view, the table displays the following details based on the filter applied.
- Customer/Org Name: The name of the customer or organization associated with the account.
- Current: The amount owed by the customer that has not yet passed the due date.
- 1-30 Days: The amount of accounts receivable overdue by 1 to 30 days.
- 31-60 Days: The amount overdue by 31 to 60 days.
- 61-90 Days: The amount overdue by 61 to 90 days.
- > 90 Days: The amount overdue for more than 90 days.
- Amount Due: This is the total amount owed by the customer/organization, including amounts from all aging periods.
In addition to viewing this information, you can send an aging report summarizing overdue amounts and their corresponding aging periods. Use the "ellipsis" icon 
next to an individual customer or organization to send the report. Alternatively, select multiple customers or organizations using the checkboxes and choose "Send Aging Report" to send the reports in bulk.
More actions
Along with viewing the A/R Aging Summary, you have access to additional features that provide more detailed insights and make managing accounts receivable more convenient. Below are the available actions:
View specific aging period insights on the table
To drill down into specific time periods, click on any of the Key Performance Indicators (KPIs) — such as Current, 1-30 days, 31-60 days, 61-90 days, or >90 days. The table will then display detailed insights for the selected metric, helping you analyze overdue payments within a defined time range.
Export
You can export the data currently displayed in the table to various formats for further analysis or sharing. The available formats are PDF, Excel (XLSX), or Print. This functionality is useful for generating reports or sharing data with other teams for follow-up actions. To do this, click "Export" at the top right of the screen and choose the format you prefer to export the data.
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