How to Use the Aging Receivables Report
See what families owe, how far behind each balance is, and send a parent a statement without leaving the report.
The Aging receivables report groups your outstanding invoice balances into buckets by how many days past due they are, so you can tell at a glance what is current and what needs chasing. You can view it invoice by invoice or totalled per parent, and from the parent view you can download or email a balance statement.
For help reconciling payments you have already received, refer to the Collections report and Processor activity report guides.
Overview
The Aging receivables report is found under Reports > Invoices.
From the report, you can:
- See outstanding balances split into 1 to 30, 31 to 60, 61 to 90 and 90+ days past due
- View the detail by invoice, or the total owed per parent
- Filter to a single aging bucket, or to specific programs
- Open any invoice or parent record directly from the report
- See parent contact details alongside each balance
- Download the results to CSV
- Download or email a balance statement to a parent, or request a batch of statements for every parent in the results
Permission required: you need Invoice & Transaction read access to open this report.
Before You Begin
Amounts shown are the unpaid balance remaining on each invoice as of today, not the original invoice total. An invoice that has been part paid shows only what is still outstanding.
The report uses the same definition of outstanding as the Overdue filter on the Invoices list, so the two will always agree for the same organization.
Step 1: Open the Report
Open Reports from the main menu.
Select the Invoices tab.
Click Aging receivables.
Step 2: Choose Your View
Set the three fields at the top of the report, then click Generate.
Grouping determines what each row represents:
|
Option |
What you get |
Statements |
|---|---|---|
|
By invoice |
One row per outstanding invoice, with the parent, student, enrollment, amount, due date and days overdue. Each row carries the parent's email and phone so you can follow up yourself. |
Not available |
|
By parent |
One row per parent, with their balance spread across the four aging buckets and a total owed |
Download and Send statement available |
Balance statements are only available in the By parent view. A statement totals everything a family owes into one document, which is only meaningful once the invoices are grouped by parent. The By invoice view is for working through individual invoices, and gives you the parent's contact details on each row to follow up in your own way.
Period filters the results to a single bucket or a range:
- All outstanding
- 1-30 days
- 31-60 days
- 61-90 days
- 31 days and older
- 61 days and older
- 90+ days
Programs is optional. Leave it empty for the whole organization, or select one or more programs to narrow the report.
Use the "and older" options when you want a follow-up list rather than a single bucket. For example, 31 days and older gives you everything that has moved past a normal payment delay.
Step 3: Read the Summary
The Summary band shows the total outstanding in each aging bucket, with the number of invoices making up each one, and a Total outstanding figure at the end.
|
Bucket |
Meaning |
|---|---|
|
1-30 days |
Recently past due, often a failed payment or a late payment method update |
|
31-60 days |
Past a normal delay, usually needs contact |
|
61-90 days |
Materially overdue |
|
90+ days |
Long outstanding, likely needs escalation or a write-off decision |
The Summary always reflects the filters you generated with, so filtering by program gives you that program's aging position rather than the organization's.
Step 4: Work Through the Results
By invoice
Each row shows the invoice number, parent and student, the enrollment and program, the amount outstanding, the due date, the days overdue, the aging bucket, and the parent's email and phone number.
Click an invoice number to open the invoice. Contact details sit on the row itself, so you can follow up in your own way without opening anything. This view does not offer balance statements, since each row is a single invoice rather than a family total.
Sort by days overdue to work oldest first, or by amount to prioritise the largest balances.
By parent
Each row shows the parent, how many invoices they have outstanding, their email, their balance in each aging bucket, and their total owed.
Click a parent's name to open their record. This view is the one to use when a family has several overdue invoices, because it gives you the single number to discuss with them rather than a list.
Step 5: Send a Balance Statement
A balance statement is a PDF covering a parent's full outstanding position. It always shows everything they owe, whatever period the report is filtered to.
Set Grouping to By parent first. Statements are only offered in that view, because a statement is a single total for the family rather than a list of separate invoices. If you are in the By invoice view, switch the grouping and click Generate again.
From the By parent view, open the menu at the end of a parent's row:
|
Action |
What it does |
|---|---|
|
Download statement |
Downloads that parent's balance statement as a PDF |
|
Send statement |
Emails the statement to the parent |
To produce statements for everyone in the results at once, open Options at the top of the report and choose Request statement PDFs. TUIO prepares them in the background and emails a download link to the address on your own account when they are ready.
Request statement PDFs does not send anything to parents. It gives you the statements to review, print or send yourself. Use Send statement on a parent's row when you want the parent to receive it directly.
All three actions produce the same document, so a statement you download and a statement a parent receives will match.
Step 6: Export the Results
Open Options and choose Download CSV to export the report as it is currently generated, including your grouping, period and program filters.
Quick Reference
I want to see everything owed to us right now
Reports > Invoices > Aging receivables, Grouping By invoice, Period All outstanding, Generate.
I want a follow-up list of families who are genuinely behind
Set Period to 31 days and older and Grouping to By parent.
I want one number to give a family
Use the By parent view and read their Total owed.
I want to send a family their balance
Set Grouping to By parent, Generate, then row menu > Send statement. This is the only view that offers statements.
I want statements for everyone overdue
Generate the report, then Options > Request statement PDFs. You will be emailed a download link.
I want the aging position for one program
Select the program in the Programs field before generating.
I want this in a spreadsheet
Options > Download CSV.
Troubleshooting
I do not see the Aging receivables report
The report requires Invoice & Transaction read access. Check with your administrator if it isn't showing under Reports > Invoices.
The totals don't match what I expected
Amounts are the balance still outstanding on each invoice as of today, not the original invoice amounts. Part paid invoices show only the remainder.
Also check whether a Programs filter is applied, as the Summary reflects the filters used to generate the report.
The report and the Invoices list show different numbers
They shouldn't. Both use the same definition of outstanding. If they disagree, check that the same organization and program filters are applied in both places, then contact support@tuiopay.com.
A parent appears in a bucket I did not expect
Aging is measured from each invoice's due date. A parent with several invoices will appear in more than one bucket in the By parent view, which is why their total owed can be larger than any single bucket.
The report did not update when I changed the filters
The report generates on demand. Click Generate after changing the grouping, period or programs.
I can't see the statement options
Statements are only available when Grouping is set to By parent. Switch the grouping, click Generate, then use the menu at the end of a parent's row.
I requested statement PDFs and nothing arrived
They are prepared in the background, and TUIO emails a download link to the address on your account when they are ready rather than producing them on the spot. Check that inbox, including spam. Large batches take longer.
Parents did not receive the statements I requested
Request statement PDFs produces a batch for you to download, and does not send anything to families. To email a statement to a parent, use Send statement on their row in the By parent view.
The statement shows more than the period I filtered to
This is expected. A balance statement always covers the parent's full outstanding position so the family receives an accurate total, regardless of the bucket you were looking at.
Need Help?
If a balance looks wrong or you need help interpreting the report, contact support@tuiopay.com with the parent or invoice number and what you were expecting to see.