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Before chasing an overdue invoice, review the aging report
Separate a genuine overdue balance from an unapplied payment, credit or report-date mismatch before contacting a customer.
Applies to: General receivables review; software illustration is QuickBooks Online Canada, browser edition, checked October 1, 2026.
An aging report is a starting point for a conversation, not a ready-made list of customers who should receive a demand. Before sending a reminder, check whether the balance, due date and payment history tell the same story.
Agree on the date being reviewed
A month-end review and a collections call today answer different questions. Write the report’s effective date at the top of your working copy and use it consistently when comparing evidence.
In QuickBooks Online Canada, Intuit distinguishes a summary of customer balances from a detailed view of outstanding transactions. Its guidance also distinguishes aging based on today’s date from aging using the report date; the controls can differ between report experiences. Check the selected method before comparing two exports. Intuit’s aging-report instructions.
Review the largest or oldest exceptions first
Create a review list containing customer, invoice reference, due date, balance at the chosen date, payment evidence, dispute status, next action and owner. Start with entries where a wrong reminder would be most disruptive: a large balance, an old item or a customer who recently said they paid.
- Match the invoice to the agreed customer and terms.
- Look for receipts awaiting allocation and credits awaiting review.
- Separate a disputed item from an undisputed overdue balance.
- Record missing evidence explicitly instead of treating it as a confirmed nonpayment.
A two-invoice example
Imagine a review shows Invoice A for $800 and Invoice B for $500. The team also holds an unallocated $800 receipt, but its reference is unclear. The total shown as open is $1,300; the amount ready for a confident collection request is not automatically $1,300.
Ask the responsible reviewer to establish what the receipt pays before changing allocations. If it belongs to Invoice A, update the records through the normal approval process and rerun the report. Invoice B still needs its own due-date and dispute review. Save the corrected report separately so the reason for the change is visible.
Make the follow-up list usable
Give each entry a specific next step: request remittance details, investigate a credit, confirm delivery or send an approved reminder. Include the last contact date to avoid two colleagues chasing the same invoice. Keep customer financial details within the authorized team.
Our bookkeeping and accounting services describe the broader record-review work this supports.
Aging review questions
Why do two reports show different overdue bands?
First compare their effective dates and aging settings. Do that before assuming a payment or invoice disappeared.
Does an old balance automatically become a write-off?
No. This checklist does not decide impairment, write-offs or tax treatment. Escalate those decisions using the business’s accounting policies and appropriate professional advice.
What should a reviewer save?
Keep the dated report, evidence reviewed, unresolved questions and approved changes together. Another person should be able to reconstruct why the follow-up amount changed.
Prepared by The Solution Bridge. Sources checked 2026-10-01. Educational guidance; verify current product instructions and applicable requirements.
Useful answers
Accounting FAQs
Why can profit and cash tell different stories?
Timing, unpaid invoices, bills, financing and non-expense cash movements can affect the comparison. Review the reporting period and accounting basis before drawing conclusions.
Which reports should I bring to a review?
Bring reports relevant to your question, their dates and accounting basis, plus balances that need explanation. Your adviser can confirm what additional evidence is needed.
Can you review an accounting workflow?
Describe the current process and desired outcome in the contact form. We will discuss scope, responsibility and next steps before work begins.
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