Collect what you're owed
Work the AR aging report, drill into a customer, send statements, and record payments on account.
AR aging shows who owes you and how long they've owed it. Work it weekly: scan the buckets, chase the oldest balances, send statements at month end, and record checks as they come in so the aging stays honest.
Open AR Aging. In the sidebar, expand Accounting and click AR Aging. The four cards at the top total your receivables by aging bucket: Current, 30 Days, 60 Days, and 90+ Days.
Read the table worst-first. Customers are sorted so the biggest 90+ day balances come first, with those rows tinted red (60-day rows tint orange). Each row shows the balance in every bucket plus the customer's total — and a Last pay line under the name so you can see when they last sent money before you call.
Drill into a customer. Click the customer's name (or their account number) to open their page. From there you can see their open invoices, past statements, and contact details — everything you need for the collections call.
Record a payment on account. When a customer sends one check to cover several invoices, use the customer page instead of opening tickets one at a time. Click Apply Payment in the balance panel. The Apply Customer Payment window lists their open invoices and pre-fills the amount with their full balance.
Confirm how it spreads. Enter the Amount, pick the Method (Cash, Check, Credit Card, Debit Card, ACH, Account Credit, or Other), set the Date, and add the check number in Reference #. The Applying column previews exactly how the money spreads across invoices — oldest first. Click Apply Payment. You'll see Payment Applied, and if the check was bigger than everything open, the leftover shows as unapplied.
Generate month-end statements. Go to Accounting → Statements. Pick the month from the buttons at the top. The page lists every customer with a balance, with cards for Customers, Total AR, Can Email, and Already Generated so you know the size of the run before you start.
Send the batch. All customers start checked — uncheck anyone you're handling separately. Click Generate & Email to create and send statements to everyone selected who has an email on file, or Generate All to create them without sending (for customers you print and mail). Each row shows its progress, and the Status column remembers when a statement was sent so you don't double-send.
What happens behind the scenes
Recording a payment posts to your books — cash goes up, the customer's receivable goes down — and their aging buckets update immediately, so the AR Aging page always reflects reality. A payment on account always pays the oldest open invoices first; anything left over stays on the account as unapplied until there's a new invoice to absorb it. Statements are built from the month's invoices and payments with a running balance, and each one records whether and when it was emailed.
Troubleshooting
Only customers with an outstanding balance appear. If they've paid in full — or their invoices haven't been posted yet — they won't show. Check their customer page for open invoices.
The button disables when the customer has no balance. If they genuinely owe money but show zero, an invoice probably hasn't been finalized yet — find the ticket and invoice it first.
Emailing needs an email address on the customer record. Rows without one only get the file generated — add an email on their customer page, or print and mail their statement instead.
The check was larger than the customer's open invoices. The extra isn't lost — it sits on the account and the confirmation tells you the unapplied amount. It will offset their next invoice, or you can refund it.