Track customer receivables and record incoming payments

See every rupee customers owe you. Monitor overdue invoices with aging analysis, record full or partial payments, and keep your collections workflow moving.

Receivables are the amounts your customers owe you based on invoices you have raised. Aczen Bilz automatically tracks every invoice as a receivable from the moment it is created, updating the balance as payments come in and flagging invoices that go past their due date.

How receivables are created

You do not need to create a receivable manually. When you save an invoice in Sales → Invoices, Aczen Bilz adds it to the Receivables register with a Pending status. As the due date approaches and passes, the status updates automatically:

Status	Meaning
Pending	Invoice sent, payment not yet due or recently due
Overdue	Due date has passed with no full payment received
Partial	Customer has made a payment but balance is still outstanding
Paid	Invoice fully settled

The Receivables dashboard

Go to Finance & Payments → Receivables to see your collection position. The summary panel shows four figures:

• Outstanding — total balance across all unpaid invoices
• Overdue — portion of outstanding that is past due
• Pending — portion that is due but not yet past the due date
• Received — total already collected

Use the status filter to view Receivable (Due), a specific status, or all invoices at once. The search bar lets you find invoices by customer name, invoice number, or delivery address.

Recording a payment received

1. Open Receivables

   Go to Finance & Payments → Receivables.

2. Find the invoice

   Use the search bar or scroll to locate the invoice. The Balance Due column shows the remaining amount.

3. Click Pay

   Click the Pay button on the invoice row. A dialog opens with a summary of the invoice total, amount already received, and balance still due.

4. Enter the payment amount

   Type the amount received. Click 50% or Full for quick entry. You can record any amount up to the full balance — partial payments are supported.

5. Confirm

   Click Record Payment. The invoice status updates immediately:

   • Full balance cleared → Paid
   • Partial amount → Partial, with a progress bar showing how much has been collected

Aczen Bilz does not currently store the payment mode when recording a receivable payment through this dialog. For full payment reconciliation with bank reference numbers, use the payment links feature in Finance & Payments → Payments.

Editing an invoice

You can update invoice details for invoices that are not yet fully paid — for example, to correct a customer address, adjust line items, or change the due date.

1. Click the edit icon

   On the invoice row, click the pencil icon to open the edit dialog.

2. Update customer details

   Change the customer name, email, or shipping address as needed.

3. Edit line items

   Add, remove, or update line items. Each line takes a description, quantity, and rate. The subtotal, GST, and total recalculate automatically based on the GST rate set for the invoice.

4. Change the due date

   Update the due date if you have agreed extended terms with the customer.

5. Save

   Click Save Changes. The invoice total and receivable balance update immediately.

Editing an invoice total after a partial payment has been recorded will change the outstanding balance and the progress bar. Make sure the customer is aware of any changes that affect the amount they still owe.

Viewing and downloading an invoice

Click the eye icon on any invoice row to open a formatted invoice preview. From the preview you can download a PDF to send to your customer or share the invoice directly.

Aging analysis

The receivables list shows the number of days an invoice is overdue next to its due date, for example “14d overdue”. Use the Overdue filter to see only past-due invoices and prioritize your follow-up calls.

For a structured aging report broken into 0–30, 31–60, 61–90, and 90+ day buckets, use Finance & Payments → Cash Flow, which incorporates receivable data into your overall financial position.

Set up UPI payment links (see Finance & Payments → UPI Collections) and attach them to your overdue invoices when following up. Customers can pay instantly without needing your bank details.

Write-offs

If a receivable is genuinely uncollectable, you will need to write it off to keep your books accurate. At present, write-offs are handled through a manual journal entry in Accounting → Journals:

• Dr. Bad Debts Expense
• Cr. Accounts Receivable

After posting the journal, mark the invoice as paid for the written-off amount so it no longer appears in your outstanding balance.

Sending payment reminders

Aczen Bilz does not currently send automated email reminders from the Receivables page. To remind a customer:

1. Open the invoice preview using the eye icon
2. Download the PDF
3. Email it to the customer with your payment request

Automated payment reminders via WhatsApp and email are on the product roadmap.