# Receivables

URL: https://docs.sparklayer.io/help/pulse/receivables

See which of your accounts owe money in Pulse, how overdue each invoice is, and record payments, promises and disputes or chase the customer.

> **Pulse is in early access.** Request it for your sales team. [Request early access](https://feedback.sparklayer.io/get-started?choice=now). [Try the interactive demo](https://www.sparklayer.io/pulse/).

> **Quick summary**
>
> - **Receivables** in Pulse shows what your accounts owe: the total outstanding, how much is overdue and how old it is, and a list of every unpaid invoice.
> - An invoice is overdue from the day after its due date: the invoice date plus the account's payment terms, such as Net 30.
> - Receivables lists Shopify orders with no payment against them, and invoices from SparkLayer's [Xero](https://docs.sparklayer.io/help/integrations/accountancy/xero.md) and [QuickBooks Online](https://docs.sparklayer.io/help/integrations/accountancy/quickbooks.md) integrations. Your accounting system stays the ledger: a status you set in Pulse is a note for you and doesn't change it.
> - Open an invoice to **Mark as paid**, record a **Payment promised** or **Disputed** invoice, send a reminder or add a task to chase it.

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](https://docs.sparklayer.io/help/pulse.md) 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

1. In Pulse, click **Receivables** in the sidebar, then click the invoice.
2. 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

1. Open the invoice.
2. Click the status next to the invoice number.
3. 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

1. Open the invoice and click **Send reminder**. On an overdue invoice the button is highlighted.
2. Check Pulse's draft, which gives the amount, due date and terms, and how many days overdue it is, and click **Copy**.
3. Paste it into an email to the customer and send it from your own mailbox.
4. 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](https://docs.sparklayer.io/help/pulse/records.md#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](https://docs.sparklayer.io/help/pulse/task-list.md), such as "Chase invoice INV-1001 — $540, 12d overdue".

## See what an invoice is for

1. Open the invoice.
2. 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](https://docs.sparklayer.io/help/pulse/records.md#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

**When does an invoice become overdue?**

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.

**I marked an invoice paid by mistake. How do I undo it?**

Click **Show paid**, open the invoice, click its status and choose **Outstanding**.

**Why doesn't the total match my accounting system?**

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.

**Does the customer see the status I set?**

No. Statuses you set in Pulse are for you and your team, and aren't sent to the customer or your accounting system.