Receivables
Know who owes money before you call a customer. Receivables lists every unpaid invoice for your accounts, most overdue first. Chase what's late, and avoid pitching new orders to an account with bills outstanding.
New to Pulse? Start with Pulse for how to open it and how the date range works.
The Receivables screen
4 tiles and an ageing bar sum up what's owed. The Who owes what table lists each invoice.
| Part | What it shows / does |
|---|---|
| Outstanding tile | The total of all unpaid invoices, and how many there are. |
| Overdue tile | The total of unpaid invoices past their due date, and how many are past terms. |
| Oldest overdue tile | How many days the most overdue invoice is past its due date, with its account and invoice number. Click it to open that invoice. With nothing overdue, it reads nothing past terms. |
| Within terms tile | The total of unpaid invoices that aren't due yet. |
| Ageing | A bar splitting the outstanding total into Current (not yet due), 1–30d over and 30d+ over, with the amount in each. Source shows when payment status last synced. |
| Who owes what table | One row per invoice: Buyer, Invoice, Dated, Due, Status and Value. Unpaid invoices come first, most overdue first, then largest first. 20 invoices a page, with Previous and Next. Click a row to open the invoice. |
| Invoice | The invoice number from your accounting system, or, for a Shopify order with no payment against it, its order number followed by · order. |
| Show paid | Adds paid invoices to the table, greyed out, with a count next to it. While paid invoices are showing, the button reads Hiding nothing: click it again to hide them. |
| Search | Type an account name or an invoice number (Buyer or invoice…). |
| Download CSV | Saves every invoice in the table, with your search applied, as a CSV file, including the days overdue. |
Click Outstanding, Overdue or Within terms to list the invoices behind it, most overdue first.
Invoice statuses
The Status column shows where each invoice stands:
| Status | Meaning |
|---|---|
| Within terms | Unpaid, and not yet past its due date. |
| 12d overdue (for example) | Unpaid and past its due date by that many days. Amber up to 30 days, red after that. |
| Payment promised | You've recorded that the customer has promised a payment date. |
| Disputed | You've recorded that the customer is querying the invoice. |
| Paid | Paid in your accounting system. Paid · marked means you marked it paid in Pulse. |
When you change a status yourself, you choose from:
| Option | Use it when |
|---|---|
| Paid | Payment received. |
| Payment promised | A date is promised. |
| Disputed | The invoice is being queried. |
| Outstanding | You want to set the invoice back to open, for example to undo a status you set by mistake. |
Mark an invoice as paid
- In Pulse, click Receivables in the sidebar, then click the invoice.
- Click Mark as paid.
More detail
The invoice leaves the outstanding and overdue totals straight away and shows Marked Paid by you on today's date. Your accounting system isn't updated: when the payment is recorded there, the synced status takes over. To see the invoice again, click Show paid.
Record a promised payment or a dispute
- Open the invoice.
- Click the status next to the invoice number.
- Choose Payment promised or Disputed.
The menu reminds you that the status is Recorded here only and that your accounting system isn't updated. Promised and disputed invoices still count towards Outstanding and, once past their due date, Overdue and the ageing bar.
Chase an invoice
- Open the invoice and click Send reminder. On an overdue invoice the button is highlighted.
- Check Pulse's draft, which gives the amount, due date and terms, and how many days overdue it is, and click Copy.
- Paste it into an email to the customer and send it from your own mailbox.
- Back in Pulse, click Mark as sent. Pulse adds a task to check the invoice in 3 days, and the button then reads Chase again.
More detail
Send reminder is only shown on unpaid invoices. Pulse doesn't send the email for you. For what the draft contains and what Mark as sent records, see Send a reminder.
To chase it later instead, open the invoice and click Add a task. Pulse adds a task for today to your Task List, such as "Chase invoice INV-1001 — $540, 12d overdue".
See what an invoice is for
- Open the invoice.
- Under What it's for, check the order and its lines. Click Open order to open the order itself.
An invoice that rolls up an account's balance rather than one order shows Statement invoice and the date the balance was carried. When only part of an order is unpaid, the panel shows the order total and the unpaid balance. To see the whole account, click Open buyer. The invoice panel is described in An invoice.
How the figures are worked out
| Figure | How it's worked out |
|---|---|
| Which invoices are listed | Invoices from SparkLayer's Xero and QuickBooks Online integrations, and Shopify orders with no payment against them, dated in the date range. Widen the date range to see older invoices. What's owed on them is always as of today. |
| Due date | The invoice date plus the account's payment terms. Pulse takes the first number in the terms as the days, so Net 30 is 30 days and Net 45–60 is 45. An account with no number in its terms gets 30 days. |
| Overdue | An unpaid invoice whose due date has passed. Days overdue are counted from the due date to today, so an invoice due today is still within terms and is 1 day overdue tomorrow. |
| Unpaid | Any status except Paid: Within terms, overdue, Payment promised and Disputed. |
| Outstanding | The total of every unpaid invoice, including promised and disputed invoices. |
| Within terms | Outstanding minus Overdue. |
| Ageing | The outstanding total split by how far past the due date each invoice is: not yet due, 1 to 30 days, or more than 30 days. |
| Lists behind the tiles | Every unpaid invoice that fits the tile, whatever the date range. They can list more invoices than the tile counts. |
Payment status is synced from your accounting system on a schedule. The note under the table shows when it last synced.
FAQs
The day after its due date. The due date is the invoice date plus the account's payment terms, so an invoice dated 1 March on Net 30 terms is due on 31 March and 1 day overdue on 1 April.
Click Show paid, open the invoice, click its status and choose Outstanding.
Receivables only lists invoices dated in the date range, and it leaves out invoices you've marked paid. Choose a longer date range, and check whether you've marked any invoices paid that aren't paid yet in your accounting system. The status also only updates when your accounting system next syncs.
No. Statuses you set in Pulse are for you and your team, and aren't sent to the customer or your accounting system.
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