Accounts receivable aging report for Shopify
Shopify shows you orders. It does not show you who owes what and for how long. Terms Due gives you a live aging report of every trade invoice.
Every open invoice, sorted by risk
The report groups unpaid invoices into the standard buckets: current, 1-30, 31-60, 61-90 and over 90 days past due. Each buyer gets a row, and the totals show how much of your trade book is late.
Click any figure to see the invoices behind it and the reminders already sent.
| Buyer | Current | 1-30 | 31-60 | 61-90 | 90+ |
|---|---|---|---|---|---|
| Harbour and Pine | $9,260 | $8,420 | $9,960 | $12,480 | |
| Northgate Deli Co | $3,150 | ||||
| Lune Street Salons | $1,880 | $2,240 | |||
| Copper Kettle Cafes | $4,610 | ||||
| Total | $14,290 | $10,660 | $9,960 | $12,480 | $4,610 |
Worked example
Reading the example above
Four buyers owe $52,000 in total. $14,290 is current, so $37,710, or 73 percent of the book, is past due. That number on its own says the collection process is not keeping up.
Look along the rows and the picture sharpens. Harbour and Pine account for $30,860 of the late money, 82 percent of it, with an invoice now over 60 days. Copper Kettle has one small invoice past 90 days, which is almost certainly a dispute or a closed business rather than slowness. Northgate and Lune Street are fine. The report has just told you who to phone this morning and who to leave alone.
| Total outstanding | $52,000 |
|---|---|
| Past due | $37,710 (73%) |
| Harbour and Pine, past due | $30,860 (82% of late money) |
| Over 90 days | $4,610, one buyer |
What each bucket usually means
| Bucket | What it usually means | What to do |
|---|---|---|
| Current | Normal trade credit | Nothing, beyond a reminder before the due date |
| 1-30 | Forgotten or slow payment | Reminders by email and text; collect from the saved card |
| 31-60 | A real problem is forming | Hold new orders, phone the buyer |
| 61-90 | Serious risk | Final notice, agree a payment plan, add statutory interest where it applies |
| 90+ | Likely bad debt | Formal recovery; decide whether to keep trading |
The full method, with the two ratios worth tracking, is in our guide to reading an aging report.
A spreadsheet aging, and a live one
Spreadsheet
- Built from an orders export, so it is out of date by the time it is finished.
- Payments marked in Shopify after the export are missed.
- Buckets depend on a formula that breaks when someone adds a column.
- Lives on one person's laptop.
Terms Due
- Built from live Shopify orders and payments, so it is right now.
- A payment recorded at 10:02 is out of the report at 10:03.
- Buckets are fixed and the same every week.
- On screen for anyone with app access, as a CSV, or in Monday's email.
What you can do with it
- Spot the buyers who pay slower every month before they become a problem.
- Decide who to call this week, starting with the largest late balances.
- Export to CSV for your accountant or your month-end close.
- Have it emailed to you, or to your finance team, every Monday morning.
- Check a single buyer before raising their limit or agreeing longer terms.
- Show a lender or an investor what your receivables actually look like.
The Monday email
On every plan, Terms Due sends a digest every Monday morning with the aging totals, the accounts that moved into a worse bucket in the last week, holds applied and lifted, and payments collected. It is the five-minute version of the report, written for someone who would rather not open the app unless something needs them.
You can send it to more than one address, so the owner and the bookkeeper see the same numbers at the same time.
Where the figures come from
Every order placed on payment terms in Shopify is an invoice in Terms Due, with the due date Shopify assigned. The outstanding amount is the order total less any payments recorded on it, whether by card, by collection, on the pay-now page or marked as paid after a bank transfer.
Orders paid in full at checkout never appear, because nothing is owed. Orders that are cancelled or refunded drop out as soon as Shopify says so. Nothing is typed in by hand, which is why the report agrees with Shopify to the cent.
Questions
What is an aging report?
A list of unpaid invoices grouped by how many days past due they are. It is the standard way to see how healthy your receivables are. Read more in our aging report guide.
Does it include orders paid by card at checkout?
No. Only orders placed on payment terms that still have an outstanding balance appear.
Does Shopify have an aging report?
Not for B2B receivables. You can filter orders by payment status, but there is no report grouping outstanding balances by days past due.
Can I see the report for one buyer?
Yes. Every company page shows that buyer's open invoices in the same buckets, with their history of on-time and late payments.
Does it count days from the order date or the due date?
The due date. An invoice on Net 30 placed on 1 March is current until 31 March and enters the 1-30 bucket on 1 April.
Can I export it?
Yes, as a CSV with one row per invoice, which opens in any spreadsheet or accounting tool.
Related
Reading an aging report
What an accounts receivable aging report is, how the aging buckets work, how to read it and what to do about each bucket, with a worked example.
Read moreStatements and pay-now page
Send monthly statements to Shopify B2B buyers and give them one page to see and pay every open invoice. Payments are recorded back on the Shopify orders.
Read moreCredit limits
Set a credit limit for each Shopify B2B company. Terms Due checks open balance plus the new order before checkout, so no buyer runs up more than you agreed.
Read moreStop chasing wholesale invoices by hand
Install Terms Due, set a credit limit for each buyer and let the app hold, remind and collect.
Install on Shopify