Accounts Receivable
Track customer invoices, outstanding balances, and payment collection.
Overview
Accounts Receivable (AR) is where you manage everything owed to your business by customers. It presents a read-only ledger of open invoices generated from confirmed sales quotations, tracks their status from Open through Collected, records partial and full collections, and shows an aging breakdown so you can spot overdue accounts before they become collection problems.
Every open invoice links back to its source sales quotation — click the quotation reference on any row to open a side drawer with the full line-item breakdown, customer, salesperson, and payment terms.
Invoice Status Lifecycle
| Status | Meaning | Next Action |
|---|---|---|
| Open | Invoice within its due date, no payment recorded yet | Wait for payment, or collect early |
| Overdue | Due date has passed with no full payment recorded | Send a dunning notice; record payment when received |
| Partially Paid | Some, but not all, of the balance has been collected | Record the remaining payment when received |
| Collected | Remaining balance reached zero; invoice closed and removed from the ledger | No further action needed |
You never set the status directly. Open and Overdue are recalculated automatically every time the ledger loads, purely from the due date and remaining balance. Partially Paid and Collected are set automatically the moment you record a payment that leaves a remaining balance above or at zero, respectively.
Where Invoices Come From
Accounts Receivable does not have a "New Invoice" form — invoices are generated from your confirmed Sales Quotations and appear here automatically once they're outstanding. This screen is the collection and aging side of the process, not the billing/quoting side.
Recording Payments
Click the $ (Quick Collect) button on any invoice row to open the inline collection form:
- Enter the Amount Collected. For full payment, this equals the remaining balance. For partial payment, enter the amount received — it cannot exceed the remaining balance.
- Select the Credit To Account — one of your bank or cash accounts in Financial Accounts.
- Click Confirm. The remaining balance updates immediately, and the selected account's balance is credited by the same amount.
When the remaining balance reaches zero, the invoice's status becomes Collected and it disappears from the ledger. Partially paid invoices show a "% collected" note under the balance and remain visible, sorted by their aging risk.
Multiple Partial Payments
You can record as many partial payments as needed against the same invoice — each Quick Collect call only ever reduces the remaining balance further, so instalment or milestone-style collections work naturally without any special setup.
Overdue Tracking & Dunning
Every row overdue by any amount shows a red due date with the exact number of days past due underneath it. Click the bell (Send Dunning Notice) button to email the customer a reminder — this requires a customer email on file and is disabled once already sent for that invoice, or while the invoice is still Current.
Aging Report
The aging tiles above the ledger table break every outstanding invoice into five buckets, each showing its total outstanding value and invoice count:
| Bucket | Includes | Risk Level |
|---|---|---|
| Current | Not yet due | Low — standard collection |
| 1–30 days | Just past due | Medium — send reminder |
| 31–60 days | Past due for over a month | Medium-high — escalate contact |
| 61–90 days | Significantly overdue | High — escalate contact |
| 90+ days | Severely overdue (pulses red) | Critical — consider collection agency or write-off |
The ledger table itself is always sorted worst-bucket-first, so the invoices needing the most attention appear at the top. The three KPI cards above the tiles — Total Outstanding, Total Overdue, and DSO Index (Days Sales Outstanding, an approximate average collection cycle) — summarize the whole ledger at a glance.
Multi-select & AI Assistant
Each row in the ledger has a selection checkbox, letting you pick a specific set of invoices to focus on. The checkbox shape and fill style (circle/square, with or without a checkmark icon) follow your List Style preference in Settings → Appearance, matching the multi-select tables used across TotalApp.
- Click the header checkbox to select or clear all invoices currently in the ledger
- A toolbar appears above the table showing how many invoices are selected, with a Clear Selection action
A floating AI Assistant tab on the right edge of the screen opens a chat panel scoped to your selection — invoice number, customer, total, remaining balance, status, aging bucket, and due date for each invoice. If no invoices are selected, the assistant uses the full ledger instead. It can help you:
Collection Prioritization
Identify overdue or soon-to-be-overdue invoices that should be collected first.
Cash Flow Forecasting
Summarize expected incoming collections by due date or aging bucket.
Customer Concentration
Flag customers with a large share of outstanding receivables.
Aging Review
Highlight invoices that have slipped into the 90+ day bucket and may need write-off consideration.
Any assistant response can be saved as a report to My Reports for later reference, and the assistant respects your configured Writer Engine (Local CLI, Ollama, or API) from Settings → Agentic.