Skip to main content

Tracking overdue invoices

When invoices go past their due date, you need to know about it — and you need an easy way to follow up. CloudFFL OS gives you several ways to find and manage overdue invoices without digging through spreadsheets.

Finding overdue invoices

The fastest way to see what's overdue:

  1. Go to Accounting → Customers → Invoices.
  2. Click the Overdue filter in the search bar. This shows only invoices where the due date has passed and the full amount hasn't been paid.

You can also see overdue counts on the Accounting dashboard — the Invoices card shows how many are overdue at a glance.

Using the Aged Receivable report

For a bigger-picture view of who owes you money and how long it's been:

  1. Go to Accounting → Reporting → Aged Receivable.
  2. The report groups outstanding amounts by customer and by aging bucket:
    • Not due yet — invoice is still within its payment terms
    • 1-30 days — slightly overdue
    • 31-60 days — getting late
    • 61-90 days — seriously overdue
    • 90+ days — needs immediate attention

This report is especially useful if you do dealer-to-dealer business on Net 30 terms. You can quickly see which accounts are falling behind.

Following up with customers

When you find an overdue invoice, you can send a reminder directly from CloudFFL OS:

  1. Open the overdue invoice.
  2. Click Send & Print to re-send the invoice with a reminder message.
  3. Customize the email body — something like "This invoice is past due. Please remit payment at your earliest convenience."
  4. Click Send.

Customer statements are great for repeat accounts. Instead of chasing individual invoices, you can send a customer statement that shows everything they owe in one document. Go to Accounting → Reporting → Partner Ledger, select the customer, and print or email the statement. This works well for dealers who buy from you regularly on terms.

Tips for staying on top of receivables

  • Check overdue invoices weekly. A quick Monday morning review of the Aged Receivable report catches problems early.
  • Set payment terms that match your business. If most of your sales are counter sales, use "Immediate Payment" as the default. Reserve Net 30 for established dealer accounts.
  • Use the customer's payment history to make decisions. If someone regularly pays late, you might switch them to prepay or tighten their terms.

Don't let old invoices sit forever. An invoice that's 90+ days overdue is unlikely to be paid without intervention. Follow up directly, and if the debt is uncollectable, talk to your accountant about writing it off properly. CloudFFL OS supports write-off entries through journal entries — your accountant can walk you through the process.

Back to top