Accounts receivable aging report: free tool, Excel formulas and next steps
An accounts receivable aging report lists every unpaid invoice and sorts it by how long it has been past due, usually into current, 1–30, 31–60, 61–90 and over-90-day buckets. Run it weekly to spot slow payers early, decide who gets a firm reminder, and flag accounts old enough to place with a collection partner.
What an accounts receivable aging report shows
An aging report is a snapshot of your receivables on one date. Each open invoice gets a row with the customer, the open balance, the due date and the number of days it is past due, and each invoice falls into an age bucket. The totals at the bottom tell you how much of your money is late and how late it is. For a small business, the most useful line is usually the oldest one: invoices over 90 days are the ones most likely to need outside help.
Free accounts receivable aging report tool
Paste your open invoices below to get an instant aging report with bucket totals. It is handy when your accounting software’s report is buried or you only have a list from email.
Aging report formulas in Excel and Google Sheets
If you’d rather keep the report in a spreadsheet, set up six columns and copy these formulas down. They use TODAY[source], a nested IF for the bucket, and SUMIFS for the totals[source].
| Column | What it holds | Formula for row 2 |
|---|---|---|
| A | Customer | (typed) |
| B | Invoice number | (typed) |
| C | Open balance | (typed; net of partial payments and credits) |
| D | Due date | (typed as a date) |
| E | Days past due | =MAX(0, TODAY()-D2) |
| F | Bucket | =IF(E2=0,"Current",IF(E2<=30,"1-30",IF(E2<=60,"31-60",IF(E2<=90,"61-90","90+")))) |
Then build the summary: put the five bucket names in H2:H6 and total each one with =SUMIFS($C:$C,$F:$F,H2), copied down. For a per-customer view, add a customer in column J and use =SUMIFS($C:$C,$A:$A,$J2,$F:$F,"90+") to see how much of that customer’s balance is over 90 days. To freeze the report on a month-end date instead of today, replace TODAY() with a cell that holds the as-of date, such as $K$1.
How to read your accounts receivable aging report
Look at three things: the share of your balance in each bucket, which customers appear in the older buckets, and whether those numbers are growing from one report to the next. Then act on each bucket:
| Bucket | Typical next step |
|---|---|
| Current | Nothing yet. Make sure the invoice reached the right person and the payment terms are on it. |
| 1–30 days | Friendly reminder with the invoice attached. See the past due invoice email templates. |
| 31–60 days | Phone call and a firm reminder that names a pay-by date. Consider pausing new orders or credit under your terms. |
| 61–90 days | Final notice or a demand letter for payment with a deadline. |
| 90+ days | Decide quickly: payment plan in writing, or place the account with a collection partner. See aging thresholds for collections. |
Typical guidance, not a fixed rule: a customer who stops responding may need to move faster.
Why the 90-day line matters
Older invoices are harder to collect. The Commercial Law League of America’s chart shows the odds dropping steadily with age:
| Time past due | Probability of collecting (CLLA chart) |
|---|---|
| At due date | 98% |
| 30 days | 94% |
| 60 days | 85% |
| 90 days | 74% |
| 6 months | 58% |
| 9 months | 43% |
| 1 year | 27% |
| 2 years | 14% |
Source: Commercial Law League of America, “Probability of Recovering Commercial Debt with Age”[source]. The figures describe commercial accounts in general, not any particular agency’s results.
Common aging report mistakes
- Ignoring partial payments and credits. Age the open balance, not the original invoice total.
- Hiding disputes. Flag disputed invoices in their own column so they get resolved rather than just reminded.
- Mixing dates. Pick invoice date or due date and stick with it.
- Looking only at invoices. Roll balances up by customer: one customer with five 45-day invoices is a bigger risk than five customers with one each.
- Running it, then filing it. Give every 61–90 and 90+ line an owner and a next step.
Ready to act on the oldest bucket? Read when to send an invoice to collections, check what you’d net with the unpaid invoices calculator, or see how to collect unpaid invoices step by step.
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Frequently asked questions
What are the standard buckets in an accounts receivable aging report?
Most reports use current, 1–30, 31–60, 61–90 and over 90 days past due. Some businesses split the oldest bucket into 91–120 and over 120 days so they can see which accounts are drifting toward write-off.
Should I age invoices from the invoice date or the due date?
Either works if you are consistent, but aging from the due date shows how late a customer really is, because it ignores the agreed payment period. Label the report so everyone knows which date it uses.
How often should I run an aging report?
Weekly is a good habit for a small business with regular invoices, and at least monthly at period end. The point is to catch an invoice when it first slips, not when it is already months old.
When should an invoice on the aging report go to collections?
Many businesses set a cutoff of 60 or 90 days past due and move sooner when a customer stops responding or breaks a payment promise. Write your cutoff into your credit policy so the decision is routine.
Can I build an aging report in Google Sheets?
Yes. The TODAY, MAX, IF and SUMIFS formulas on this page work the same way in Google Sheets, so you can paste them into a shared sheet.
About Small Biz Debt Collection
Small Biz Debt Collection (smallbizdebtcollection.com) is a free matching service that connects U.S. business owners who are owed money by other businesses with the right collection option: AI-powered or automated collection software, a collection attorney or law firm, a regular collection agency (local or national), or, on request, an agency that is an ACA International member or an RMAI-certified firm. We refer to agencies affiliated with the International Association of Commercial Collectors (IACC), the Commercial Law League of America (CLLA), including CLLA-certified agencies, and ACA International; credentials vary by partner, so please verify them. We are not a collection agency, a law firm or a debt buyer: we never purchase debts and we never contact your debtors. Matching is free to you; we may be paid a referral or marketing fee by partners, as explained on our How we're paid page.
Sources: Commercial Law League of America, “Probability of Recovering Commercial Debt with Age”; IACC, “Commercial Collection Guidelines for Credit Grantors” (2018); Microsoft Support, “TODAY function”; Microsoft Support, “SUMIFS function” (accessed Oct 18, 2026).
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