Aging Snapshot Report Overview

Customer Education

Updated June 18, 2026 19:37

The Aging Snapshot Report shows you every unpaid customer balance in your account, organized by how many days past due each invoice is. It's built for day-to-day operational work, like tracking down past-due accounts, suspending service, or repossessing equipment.

The report pulls in payments, credit memos, refunds, and unapplied amounts to give you a complete picture of what's owed as of any date you choose. You can also send customer statements directly from this report.

If you need to reconcile accounts receivable (AR) for financial reporting, use the AR Aging Report instead. The Aging Snapshot Report is specifically for operational tracking.

Before You Start

To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
The Aging Snapshot Report is separate from the AR Aging Report. The AR Aging Report is for financial reconciliation. The Aging Snapshot Report is for day-to-day operational tracking.
Because this report queries your account's current data, running the same report on two different days may return different results if transactions were edited, voided, or deleted between runs.
Data in this report updates every 5 minutes. Click "Refresh Data" at any time to manually pull the latest data.

Key Features

Summary: Displays key AR metrics, including Total Unpaid, Final Customer Balance, Total Customers, an aging buckets bar chart, and a customer distribution donut chart.
Filtering Options: Filter by Aging Bucket, Total Unpaid range, As of Date, and more using the All Filters panel.
Important Table Views:
- Summary: Balances by Customers shows summarized totals for each customer by aging bucket, credits, unapplied payments, and balance.
- Details: Aging Detail view displays individual transactions with document numbers, aging bucket, issue/due dates, and unpaid status.
- Contacts: Balances by Customer with Contact Info expands the customer balance summary to include email, phone number, mailing address, and delivery method, making it useful for collections outreach and statement distribution.

Run the Aging Snapshot Report

To run the Aging Snapshot Report, follow these steps:

Click "Reports" in the top menu.
Scroll down and find the "Aging Snapshot Report" listed under Operations Reports.
Click the name of the report or the "Open Report" icon to open and run the report.

Aging Snapshot Report Views

The Aging Snapshot Report has three views you can switch between using the Aging Report drop-down on the left side of the report. Each view shows a different cut of your data. Summary is selected by default, but you can switch to Details or Contacts.

To switch views, follow the instructions below:

Click on the Aging Report drop-down.
Select the view you want: Summary, Details, or Contacts.

Summary View

Summary is selected by default and gives you a quick snapshot of your outstanding balances at the top, with a Balances by Customer table below.

The top section provides key insights, including:

Total Unpaid: The total of all open invoice balances as of your selected As of Date, before unapplied credits are subtracted.
Final Customer Balance: Total Unpaid minus any unapplied payments and unapplied credit memos. This is the net amount your customers owe.
Total Customers: The number of customers with any unpaid balance as of your selected As of Date.
Aging Buckets Bar Chart: A visual breakdown of your unpaid AR distributed across the Current, 1-30, 31-60, 61-90, and 90+ day buckets.
Customer Distribution Donut Chart: A visual breakdown of how your customers are distributed across aging buckets.

Balances by Customer Table

Below the high-level summary, there is a table with summarized totals for each customer by aging bucket, credits, unapplied payments, and balance.

Details View

The Details view shows an itemized list of every transaction by customer. This includes invoices, payments, refunds, and credit memos, along with document numbers, issue and due dates, aging bucket assignment, and unpaid status.

Contacts View

The Contacts view adds contact information to your customer balance summary. For each customer, you'll see their email address, phone number, mailing address, and statement delivery method (email or print). This view is useful for collections outreach and bulk statement distribution.

Collapse Customer Data in Table

If you run the report by selecting Details in the drop-down menu, you will have an additional option in the table to collapse customer information. By default, all customers’ details will be expanded, to collapse the details for a specific customer, click the "-" icon next to their name. This will collapse the customer’s details. To collapse all details, click the "-" at the top-left of the table, appearing next to ‘Customer Name’ in the example below.

Please Note: Before exporting or sending a table, be sure to have the table displaying as you would like it to be viewed. Only fully expanded rows will appear in the exported or shared file.

Aging Snapshot Report Filters

Use the As of Date field and the filter options to control what the report displays. Filters apply across all views.

Set the As of Date

The As of Date snapshots your balances as of a specific date. The report pulls in only transactions that occurred on or before that date. Use this to review what was owed at any point in the past.

Filter Options

When the report loads, you'll see these filters at the top of the page:

Aging Bucket: Filter to view customers with balances in a specific bucket (e.g. 31–60).
Total Unpaid: Filter customers based on their total unpaid balance range.
Include Issued in the Future: Toggle to show or hide invoices with an issue date after your selected As of Date.

In addition to the filters that appear at the top of the report, you can select All Filters to use additional filters for your report.

Additional filters include:

Customer Search: Filter by specific customers. Use this when auditing certain customer’s billing history.
[Starts with] Customer Name: Similar to the main Customer Search filter, but lets you specify parts of customers’ names. For example, you can search for all customers whose name starts with ‘D’ or doesn’t contain ‘LLC’.
Active/Inactive Customers: Filter by customer status. Both are selected by default.
Business Type: Filter by the business type associated with each customer.
Division Name: Narrow results to a specific division of your company.
PO Number: Narrow results by purchase order number.
Transaction Type: Filter results by specific transaction types, like credit memos or refunds.
Doc Number: Filter by document number.
Customer Type: Filter results by the customer type selected in a customer's profile.
Site Type: Filter results by specific site types, like residential or commercial.
Company Name: Filter results by company.
- This filter is only applicable if you manage multiple accounts in ServiceCore.

Aging Snapshot Report Aging Buckets

Invoices are sorted into aging buckets based on the number of days between the invoice due date and your selected As of Date.

Here's how the buckets are defined:

Current: Not yet due as of the As of Date.
1-30 Days: Due 1 to 30 days before the As of Date.
31-60 Days: Due 31 to 60 days before the As of Date.
61-90 Days: Due 61 to 90 days before the As of Date.
90+ Days: Due more than 90 days before the As of Date.

Send Customer Statements

You can send statements to all customers currently shown in the report using the Email Statements and Print Statements buttons at the top of the report. Filters apply before sending, so set your filters first to make sure the right customers are included.

Sort the Aging Snapshot Report

After using the filters based on your preferences, you have additional options to sort the data that is presented in the report in the different report tables.

To sort a table using the column headers:

Click the options icon next to the header.
Select your sort preference or click the gear icon for additional options.
- Each column can be sorted either alphabetically A-Z or Z-A OR numerically ascending or descending. For instance, the Total Invoiced column will sort numerically while the Customer Name column will sort alphabetically.

Export or Send the Aging Snapshot Report

Export the Report

Once you have a section of your report displaying the information you want, you can download it for your records.

Hover over the section so a menu appears in the top right corner of the table.
Click the three vertical dots.
In the menu that appears, hover over “Export.”
Select your file preference in the list of options that appear in the drop-down and the report will download in the file format you selected.
- When exporting as a PDF, you can choose Portrait or Landscape layout.

Please Note: You can export up to 1 million rows at a time. If your table contains more than 1 million rows, we recommend using filters to break the data into smaller, exportable chunks.

Send the Report

In addition to downloading a section of the report to your computer, you can also email a section.

Hover over the section so a menu appears in the top right corner of the table.
Click the three vertical dots.
In the menu that appears, hover over “Export.”
Click “Export…” at the bottom of the list under the Send section.
In the pop-up that appears, click into the Destination field and select “Email” in the drop-down menu.
Enter the email address of the recipient.
Click “Export” to send an email with the report attached.

Please Note: On the final screen, you can also customize the email subject, select specific attachments and file types, or send the report as a .zip file.

If you have any questions, please reach out to our Support team through the chat widget on the bottom left of this page or by sending an email to support@servicecore.com!