AR Aging Report Overview

This feature is currently unavailable and is scheduled to release on June 16, 2026. This article will be updated once the feature is live.

The AR Aging Report shows you every unpaid customer balance in your account, organized by how many days past due each invoice is. It's built for accountants and finance teams who need to reconcile accounts receivable (AR) for financial reporting.

The report uses the Payment Application Date to determine when a payment is applied to an invoice. It 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 take operational action on past-due accounts, like suspending service or repossessing equipment, use the Aging Snapshot Report instead. The AR Aging Report is specifically for financial reconciliation.

Before You Start

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• The report uses the Payment Application Date to determine when a payment counts toward an invoice for reporting purposes. Click here to learn more about the Payment Application Date.
• The AR Aging Report is separate from the Aging Snapshot Report. The Aging Snapshot Report is for day-to-day operational tracking. The AR Aging Report is for financial reconciliation.
• 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. A timestamp in the report header shows exactly when the report was generated.
• 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 Transaction Type, Aging Bucket, Total Unpaid range, and more using the All Filters panel.
• Important Tables: Includes Balances by Customer for a summarized view of each customer's AR, Aging Detail View for itemized transactions, and Balances by Customer with Contact Info for collections outreach and statement distribution. 
• Check Differences vs. Monthly AR: Identifies discrepancies between the AR Aging Report and your Monthly AR Balance Report, with a customer-by-customer breakdown and likely cause for each difference.

Run the AR Aging Report

1. Click “Reports” in the top menu.
2. Scroll down and find AR Aging Report listed under Accounting Reports.
3. Click the name of the report or the “Open Report” icon to open and run the report.

AR Aging Report Views

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

To switch views, follow the instructions below:

1. Click on the Aging Report dropdown.
2. 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 AR at the top with a Balances by Customer table below.

The top section provides key insights, including:

• Total Customers: The number of customers with any unpaid balance as of your selected As of Date.
• Final Customer Balance: Total Unpaid minus any unapplied payments and unapplied credit memos. This is the net amount your customers owe.
• Total Unpaid: The total of all open invoice balances as of your selected As of Date, before unapplied credits are subtracted.
• 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 breakdown of the AR 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 AR-impacting 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.

AR Aging 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 AR as of a specific date. The report pulls in only transactions that occurred on or before that date. Use this to run a month-end close report or review what was owed at any point in the past.

Please Note: A payment is only counted as applied if the Payment Application Date falls on or before the As of Date. If a payment was received before your As of Date but applied afterward, the report treats that invoice as unpaid and the payment as unapplied for that snapshot.

Filter Options

At the top of the report, there are options to to filter results.

• Transaction Type: Select which Transaction Type(s) you want to include in the report.
• 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.

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: Search by customer name. Use the Starts with option to narrow results.
• Business Type: Filter by the business type associated with each customer.
• Active/Inactive Customers: Filter by customer status. Both are selected by default.
• Division Name: Narrow results to a specific division of your company.
• Doc Number: Filter by document number.
• PO Number: Narrow results  by purchase order number.
• Company Name: Narrow list of estimates by Company.
  • This filter is only applicable if you manage multiple companies in ServiceCore.

AR Aging 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.

Please Note: If a refund was issued for a previously applied payment, the original invoice will reappear in the appropriate aging bucket with its balance restored. This is expected behavior in ServiceCore and ensures your AR accurately reflects the impact of the refund.

Change Aging Buckets

By default, unapplied payments, unapplied credit memos, and legacy refund balances are shown in their own separate columns in the Balances By Customer table. The Change Aging Buckets option lets you move any of those amounts into the standard aging buckets instead, using the issued date of the payment or credit memo to determine which bucket they fall into.

This option affects how balances are displayed, not whether they're included. Most accounts won't need to change this setting, but it's available for customers who want to see unapplied amounts aged through buckets rather than kept in a separate column.

To change aging bucket settings, follow the instructions below:

1. Click on “Change Aging Buckets” in the top right of the Balances By Customer table.
2. A dropdown will appear with three toggles: Unapplied Payments, Unapplied Credit-Memos, and Refunds (Legacy). All three are off by default.
3. Toggle on any item you want moved into aging buckets. The table will update automatically.

Check Differences vs. Monthly AR

The Check differences vs. Monthly AR button compares your AR Aging balances against your Monthly AR Balance Report. 

Click the “Check differences vs. Monthly AR” button to open a pop-up showing a customer-by-customer breakdown of any discrepancies between the two reports. The pop-up shows the As of Date used for the comparison, the number of customers with differences, and the total dollar difference. For each customer, you'll see their AR Aging balance, their Monthly AR balance, the difference amount, and a Likely Cause.

The three most common likely causes are:

• Credit-memo payment without backing credit memo: A payment was applied using a credit memo that no longer exists, usually because the credit memo was voided after it was already applied.
• Credit Memo applied as mismatched payment type: A credit memo was applied using a payment type that doesn't match, creating an inconsistency between the two reports.
• Mismatched Linked Credit Memo Amount: A credit memo's total was edited after it was already applied as a payment, so the original payment amount and the current credit memo amount no longer match.

TIP: Click the “+” next to any customer's name to expand their row and see the specific transactions causing the difference. Toggle Show Company Name in the top right of the pop-up to display company names alongside customer names.

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.

Sorting a Section of the 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:

1.  Click the options icon next to the header.
2. 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 AR Aging Report

Export the Report

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

1. Hover over the section so a menu appears in the top right corner of the table.
2. Click the three vertical dots.
3. In the menu that appears, hover over “Export.”
4. Select your file preference in the list of options that appear in the dropdown 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.

1. Hover over the section so a menu appears in the top right corner of the table.
2. Click the three vertical dots.
3. In the menu that appears, hover over “Export.”

4. Click “Export…” at the bottom of the list under the Send section.

   
   
    

5. In the pop-up that appears, click into the Destination field and select “Email” in the drop-down menu.
    

   
    

6. Enter the email address of the recipient.

7. Click “Export” to send an email with the report attached.

   
   
    

Please Note: On the final screen, you can also customize the email subject and message, 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 of this page or by sending an email to support@servicecore.com!