## Before you start - You need the **Sales** product turned on for your user. Receivables sits in the **Sales** menu, next to Orders and Payments. - A staff member who can only work in some outlets only sees those outlets' unpaid orders. To check who sees what, read [Giving Your Staff Access to Reports](/docs/report-access-for-staff). - It helps to read [Reading the Payments Report](/docs/reading-the-payments-report) first. The Payments report shows money that came in. Receivables shows money that hasn't come in yet. --- ## What a receivable is A receivable is money a customer still owes you for work you've already accepted. In a laundry, that's usually a hotel, a gym or a company account that sends items now and pays later. It can also be a walk-in customer who paid a deposit and still owes the rest. The **Receivables** page lists every order that is **Confirmed** or **Fulfilled** but not fully paid. Draft, quoted and cancelled orders never appear, because nobody owes you for those yet. The page helps you decide who to chase today. It shows how much is unpaid, who owes it, and how long each bill has been waiting. Without it, unpaid bills hide among hundreds of paid orders. A hotel can owe you for three months before anyone notices, and the older a bill gets, the harder it is to collect. --- ## Open the Receivables page 1. Click Sales. 2. Click Receivables. The page opens with two rows of cards above the list. ![The top of the Receivables page, with the Total Outstanding, Unpaid Orders and Partially Paid Orders cards and the 0-30, 31-60, 61-90 and 90+ days aging cards](https://cdn.easybizcloud.app/knowledge/4b09dbe0-5624-4f7c-a9ea-bb7a5d75fe21.png) --- ## Read the outstanding and overdue balances The first row of cards gives you the big picture: - **Total Outstanding**: the total amount still owed to you, across all the orders on the page. - **Unpaid Orders**: how many orders have no payment at all. - **Partially Paid Orders**: how many orders have some payment, but not the full amount. The second row splits what you're owed by age. Age is counted in days from the day the order was made. This is called aging. - **0-30 days**: recent bills. Most of these will be paid in the normal way. - **31-60 days** and **61-90 days**: bills that are getting old. These are worth a reminder. - **90+ days**: bills more than three months old. These need a phone call. Each card shows the amount owed and how many orders make it up. Below the cards is the list itself. Each row is one unpaid order, with these columns: - **Date**: the day the order was made. - **Sales Channel**: where the order came in, such as your outlet or your online store. A sales channel is any place you take orders. - **Order No**, **Status**, **Customer** and **Phone**. - **Total**, **Paid** and **Outstanding**: what the order costs, what has been paid, and what is still owed. - **Days**: how many days since the order was made. It is green while the order is under 30 days old, turns amber from 30 days, and turns red from 90 days. - **Payment**: **Unpaid** or **Partially Paid**. ![The Receivables list of unpaid orders, with the Outstanding column in red and the Days column in green, amber and red](https://cdn.easybizcloud.app/knowledge/f1bc46b3-86d1-4894-af22-726e18b03cb3.png) --- ## Find the bills that need chasing Use the filter buttons above the list to narrow it down. 1. Click Aging and choose **30+ days**, **60+ days** or **90+ days**. 2. Click Sales channel to see one outlet's unpaid orders. 3. To see one customer's unpaid orders, click More filters, then Customer, and type their name. 4. To find one order, type its order number in the **Search orders...** box. ![The Aging filter open above the Receivables list, offering 30+ days, 60+ days and 90+ days](https://cdn.easybizcloud.app/knowledge/c22bbfcf-0f55-4e38-8ca3-aa8d79f9fba7.png) The **Total Outstanding**, **Unpaid Orders** and **Partially Paid Orders** cards change to match your filters. Click Clear filters to see everything again. To keep a copy of the list, click Export. An export saves the list as a spreadsheet file you can open in Excel or send to your accountant. To learn more, read [Exporting Reports and Downloads](/docs/exporting-reports-and-downloads). --- ## Follow up with a customer 1. In the list, click the order number. The order opens. 2. Find the **Payment** section. It shows the **Amount Due**. 3. To remind the customer, click Send Payment Reminder. A message says **Payment reminder sent**, and the order shows when the reminder went out. 4. When the customer pays, click Collect Payment and record the payment. ![An unpaid order with its payment panel marked, showing the amount due, the Collect button and the Send Payment Reminder button](https://cdn.easybizcloud.app/knowledge/c870665c-ea1e-432f-8a16-f5d36cc53e6b.png) Once an order is fully paid, it leaves the Receivables list by itself. You only see Send Payment Reminder if your shop has a customer notification set up for the **Payment reminder** event. You set this up in :gear: Settings, under **Customer Notifications**. Without it, call or message the customer yourself. ## Example: FreshFold chases a hotel client FreshFold Laundry washes towels and bed sheets for Harbourview Hotel. The hotel pays at the end of each month. On Monday, the owner, Mei Ling, sees **$1,840.00** on the **31-60 days** card. That's more than she expected. 1. Mei Ling clicks Sales, then Receivables. 2. She clicks Aging and chooses **30+ days**. 3. She clicks More filters, then Customer, and types **Harbourview Hotel**. 4. The list shows four orders from early last month. The **Days** column shows 33 to 38 days, in amber. **Total Outstanding** shows **$1,840.00**. 5. She clicks the oldest order and clicks Send Payment Reminder. Two days later, the hotel pays **$1,000.00** for its two oldest orders. Mei Ling opens each order and clicks Collect Payment to record what was paid. The oldest order is now fully paid, so it drops off the list. The second was only part paid, so it stays on the list as **Partially Paid**, with the rest under **Outstanding**. Mei Ling knows exactly how much to ask for next. --- ## FAQs **Does a part payment clear the order from Receivables?** >No. The order stays on the list as **Partially Paid** until the full amount is paid. The **Days** count doesn't restart either. It still counts from the day the order was made, so an old bill stays easy to spot. **Are corporate invoices included?** >Yes, through their orders. Receivables lists orders, not invoices, so a monthly invoice shows up as the separate orders inside it. When you record a payment on the invoice in **Invoicing**, EasyBiz pays off the oldest orders first, and those orders leave the list. The **Days** column counts from each order's date, not the invoice date. **Why don't the aging cards change when I choose a date?** >The four aging cards always show everything that's owed, so you never lose sight of old bills. They ignore the **Date** and **Aging** filters, but they do follow the **Sales channel**, **Status**, **Payment status** and **Customer** filters. The three cards at the top follow every filter. **Can staff without Sales figures & reports open Receivables?** >Yes. Receivables follows the **Sales** switch, not **Sales figures & reports**. Anyone who can take orders can see who owes you. If a staff member can only work in selected sales channels, they only see those outlets' unpaid orders. **Why is a customer's order missing from the list?** >Only **Confirmed** and **Fulfilled** orders appear. If an order is still a draft or a quote, confirm it first. A cancelled order never appears, even if it was never paid. **Is there a limit to what I can export?** >Yes. One export covers up to 92 days and 5,000 orders. For a bigger list, add a **Date** or **Sales channel** filter and export it in parts. --- ## What's next Continue to [Reading the Contacts Report](/docs/reading-the-contacts-report) to see who your customers are and how many are new.