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A list of unpaid invoices tells you how much is owed. An aging report tells you something more useful: which of those invoices are newly late and probably fine, and which have been sitting for so long they need real attention now.
How an aging report is structured
Unpaid invoices are grouped into buckets based on how many days past due they are — commonly 0–30, 31–60, 61–90, and 90+ days. Each bucket shows the total amount owed within it, giving you a shape at a glance: is most of what's owed recent (healthy) or is a growing share sitting in the 90+ bucket (a real warning sign)?
Our AR aging calculator takes the totals for each bucket and works out what share of your total receivables each one represents.
Why the buckets matter more than the total
A total "amount overdue" figure treats a payment that's 5 days late the same as one that's 5 months late — but those need completely different responses. A 5-day-late invoice usually just needs a routine reminder. A 5-month-late one has likely already been through normal follow-up without success, and needs a different approach — see collecting unpaid invoices.
Reading the shape, not just one number
A healthy aging report is weighted toward the 0-30 bucket, with amounts shrinking in each older bucket — a normal, expected flow of invoices moving from new to paid. A report where the 61-90 or 90+ buckets are large, or growing over time, signals a collections problem that isn't self-correcting and needs deliberate attention rather than routine follow-up.
Using it to prioritize
With limited time to chase overdue invoices, the aging report tells you where to start: generally, the oldest and largest balances first, since they're both the most at risk of becoming uncollectible and the ones where the informal window for an easy resolution is closing. A small, recent overdue balance can usually wait a few more days for a routine reminder to work; a large, aging one can't.
Run it regularly, not just when something feels wrong
Checking an aging report weekly or monthly, as a habit rather than a reaction, is what catches a growing 90+ bucket while it's still a handful of invoices — rather than discovering it once it's become a large, tangled backlog that takes real effort to work through.