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Accounting | How To

How To Run an Accounts Receivable Aging Report in QuickBooks Online

Updated October 20, 2022

Tim Yoder

REVIEWED BY: Tim Yoder

Tim is a Certified QuickBooks Time (formerly TSheets) Pro, QuickBooks ProAdvisor, and CPA with 25 years of experience. He brings his expertise to Fit Small Business’s accounting content.

 

WRITTEN BY: Mark Calatrava

Published July 1, 2022

Mark has researched and reviewed accounting software at Fit Small Business since 2019 and has developed an extensive knowledge of accounting software features and how unique business needs determine the best accounting software.

Published July 1, 2022

This article is part of a larger series on Accounting Software.

Learn More With Our QuickBooks Online Course
Explore the chapters in the guide.
  1. How to Set Up QuickBooks Online
  2. Part 1: Setting Up QuickBooks
    1. How to Set Up Company Information
    2. How to Customize Invoices, Sales Receipts & Estimates
    3. How to Set Up Invoices, Sales Receipts & Estimates
    4. How to Set Up Products and Services
    5. How to Set Up Messages
    6. How to Set Up Statements
    7. How to Set Up Expenses
    8. How to Set Up Advanced Settings
  3. Part 1: Setting Up QuickBooks (Cont.)
    1. How to Import Bank Transactions
    2. How to Import Credit Card Transactions
    3. How to Set Up Multiple Users
    4. How to Set Up the Chart of Accounts
    5. How to Set Up the Products and Services List
    6. How to Set Up Customers
    7. How to Set Up Vendors
  4. Part 2: Managing Sales and Income
    1. How to Create Estimates (Quotes or Bids)
    2. How to Create and Send Invoices
    3. How to Receive Payments
    4. How to Create & Send Sales Receipts
  5. Part 3: Managing Bills and Expenses
    1. How to Write & Print Checks
    2. How to Enter Bills
    3. How to Pay Bills
  6. Part 4: Managing Banking Transactions
    1. How to Enter Banking Transactions Manually
    2. How to Manage Downloaded Banking Transactions
    3. How to Record Bank Deposits
    4. How to Transfer Funds Between Bank Accounts
    5. How to Handle Bounced Checks From Customers
    6. How to Process Bank Reconciliation
  7. Part 5: Managing Business Credit Card Transactions
    1. How to Enter Business Credit Card Transactions Manually
    2. How to Manage Downloaded Business Credit Card Transactions
    3. How to Enter a Credit Card Refund
    4. How to Reconcile Business Credit Card Accounts
  8. Part 6: Managing Credit Card Sales
    1. How to Manage Credit Card Sales With QuickBooks Payments
    2. How to Manage Credit Card Sales With a Third-party Credit Card Processor
  9. Part 7: Set Up and Manage Payroll
    1. How Set Up and Run Payroll
    2. How to Manage Payroll Tax
    3. How to Add Historical Payroll Data
    4. How to Set Up Automatic Deposits
    5. How to Print Payroll Checks
    6. How to Run Payroll Reports
    7. How to Reconcile Payroll Liabilities
  10. Part 8: Reporting in QuickBooks Online
    1. How to Run a Profit and Loss Statement
    2. How to Run a Balance Sheet Report
    3. How to Run a Statement of Cash Flows
    4. How to Run an A/R Aging Report
    5. How to Run an A/P Aging Report

Quickbooks Online
This tutorial presents how to run an accounts receivable (A/R) aging report in QuickBooks Online. An A/R aging report shows a list of your customers’ unpaid invoices and how many days they’re overdue. In this course, you’ll learn how to create a basic A/R aging report and modify it using custom settings.

Our QuickBooks tutorial series, which includes this guide, is intended to help you maximize the functions of QuickBooks Online, our best small business accounting software. We recommend you follow along with your QuickBooks account open. If you don’t have one, head over to Intuit’s website to sign up for a 30-day free trial or 50% off for three months.

Visit QuickBooks Online

Step 1: Navigate to Accounts Receivable Aging Report

Select Reports in the left menu bar and scroll down to the Who owes you section. Then, select Accounts receivable aging summary from the report options.

Navigating to Accounts receivable aging summary.

Navigate to Accounts receivable aging summary


Step 2: Create a Basic A/R Aging Report

Locate the menu bar above the A/R aging summary report by scrolling up the screen. The menu bar provides some general options that can be adjusted.

Creating a basic A/R aging report.

Creating a basic A/R aging report

Provide the following details to complete the basic A/R aging summary report:

  1. Report period: Indicate the period for the outstanding invoices you want to be covered in your report. You can choose common reporting periods from the drop-down menu or enter a custom date.
  2. Show nonzero or active only: Select whether the report will include all rows or columns (All), only those with data (Active), or just those with nonzero totals (Non-zero).
  3. Aging method: The age of an accounts receivable can be calculated based on either the report date chosen in item A or the date the report is created.
  4. Days per aging period: Aging reports are commonly based on intervals of 30 days per column, but you can adjust that to a different number of days.
  5. Number of periods: Set the number of periods, or columns, you would like to display in your aging report.
  6. Run report: Select this option to apply your changes.
  7. Customize: Hit this button to customize your A/R aging report even further (although we discuss this in detail in the next section, Step 3).
  8. Save Customization: Click this button if you want to save the options you have selected. You can apply the same settings when you run your next A/R report.

Don’t forget to click Run report (item F) to record the changes.


Step 3: Apply Custom Settings to Your Report

You can select additional options for your A/R aging report by clicking the Customize button (item G in the prior section).

General

In the first section, you can customize general settings, such as the reporting period and number format.

General A/R aging report options in QuickBooks Online.

General A/R aging report options in QuickBooks Online

Rows/Columns

Select which rows or columns will be displayed in your report and exclude nonzero and no-activity accounts if needed.

Row/Columns options for the A/R aging report.

Row/Columns options for the A/R aging report

Aging

This Aging section is more useful than the Aging method offered in Step 2 as it allows you to select not only the aging method but also the days covered in each period and the number of periods to run.

Aging options for the A/R aging report in QuickBooks Online.

Aging options for the A/R aging report in QuickBooks Online

Filter

This customization allows you to filter the aging report based on two variables, customer and location.

Filter aging report by customer and location in QuickBooks Online.

Filter aging report by customer and location in QuickBooks Online

If you don’t have the option to filter your A/R aging report by location, you can read Step 4 in our how to set up advanced settings guide.

Header/Footer

Here, you can choose which information to display in the header and footer of the A/R aging report.

Header and footer options for the A/R aging report.

Header and footer options for the A/R aging report

You can change the name of the company and the report that will appear in the header. If you uploaded a logo while setting up your company information, you can opt to show your logo at the top of your A/R aging report.

Once you’re done customizing your report, click the green Run report button.


Step 4: Print, Email, or Export your Report

You can print, email, or export your A/R aging report via the icons in the top right corner of the screen.

Email, print, or export your A/R aging report.

Email, print, or export your A/R aging report

You can click the

  1. envelope icon (item A) to email a copy of your A/R report without having to leave QuickBooks Online
  2. printer icon (item B) to print a copy of your report
  3. drop-down arrow next to the export icon (item C) to choose between exporting your aging report as a PDF or an Excel file.

Take a look at this sample QuickBooks A/R aging summary report.

Sample QuickBooks A/R aging summary report.


Why the QuickBooks Aging Report Is Important

The A/R aging report lists the amounts owed to you by customers, separated into columns based on the number of days the invoice is overdue. This allows you to quickly identify potential collection problems to address. Since the A/R report includes past due invoices, it gives you a better idea of how much money you’re likely to collect next month than looking only at total receivables.

Wrap Up

You’ve finished another QuickBooks tutorial and can now run an A/R aging report in QuickBooks Online. Our next guide is on how to run an accounts payable aging report. It covers the basic setup and customizing options—just like what you did in the previous tutorials on creating balance sheets, cash flow statements, and profit and loss statements.

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About the Author

Mark Calatrava

Find Mark OnLinkedIn

Mark Calatrava

Mark Calatrava is an accounting expert for Fit Small Business. He has covered more than 50 accounting software for small businesses and niche industries and has developed an in-depth knowledge of the important features of accounting software and how the importance of these features vary by business.

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