Managing cash flow is crucial for any catering business. For clients set up on a House Account, which allows them to be invoiced and pay at a later date, tracking outstanding balances is essential. This process, known as Accounts Receivable, is managed in our system through the Aging Report.


The Accounts Receivable Aging Report helps you monitor outstanding invoices and ensures timely payments. By categorizing unpaid invoices based on how long they’ve been overdue, it provides a clear snapshot of which customers may need a payment reminder—helping you stay on top of your cash flow.


How to Access the Accounts Receivable Aging Report

Step 1: Navigate to the Report

  • Log into your CaterZen account.
  • Click on the Accounting Tab.
  • Select Aging Reports.

Step 2: Customize the Report

When running the AR Aging Report in CaterZen, you have multiple options to customize your report. Below is a breakdown of each field and how it impacts the data in your report.


1. Report to Run (Dropdown)

You can select the type of AR Aging report you need:

  • AR Aging Old Version – A legacy version of the report with an older format.
  • AR Aging Summary – A high-level view showing total outstanding balances by customer and aging category (e.g., 30, 60, 90+ days).
  • AR Aging Detail – A detailed report listing each outstanding invoice and its age.

Use Case: If you just need a quick overview of unpaid balances, choose Summary. If you need to follow up on individual invoices, choose Detail.


2. Include Only These Locations (Multi-Select Dropdown)

If your catering business has multiple locations, you can filter the report to include only specific ones. This helps regional managers or accountants review only the relevant data.


Use Case: If you manage three locations but only need the data for one, select just that location to avoid extra data clutter.

 

3. Include Orders Paid with House Account (Checkbox)

When checked, this includes invoices where customers have charged to their house account (essentially an internal credit system). If left unchecked, it excludes these transactions.

 

4. Include Orders Paid with Non-House Account (Checkbox)

When checked, this includes invoices where customers have paid with other methods (credit card, cash, check, etc.). If left unchecked, these orders won’t appear in the report.

     

5. Include Zero Balance (Checkbox)

When checked, this includes invoices that have already been paid off (zero balance).

If left unchecked, the report will only show outstanding invoices.


Use Case: If you want a full record of past and present invoices, check this box. If you only need to focus on unpaid invoices, leave it unchecked.


6. Aging As Of (Date)

Select the cutoff date for aging. The report will show all invoices and categorize them based on how overdue they were as of this date.


7. Owning Account Representative (Dropdown)

  • Include All Account Reps – Shows invoices for all sales or account managers.
  • Choose a Specific Rep – Filters the report to only show invoices assigned to one catering sales rep.


Use Case: If your sales team is responsible for following up on unpaid invoices, they can run a report for only their assigned customers.


Step 3: Review and Take Action

  • The report displays a Days Due column, indicating how many days the invoice has been overdue.

  • Click on a Customer’s Name to access their contact details and send a payment reminder.

  • Use the report to schedule follow-ups or escalate overdue accounts if necessary.

  • Once you’ve generated the AR Aging Report in CaterZen, you can download it in your preferred format for easy sharing, record-keeping, or further analysis. 


AR Aging Summary


AR Aging Detail 

Automating the Accounts Receivable Aging Email Report

Instead of manually running the report each time, you can schedule it to be sent directly to your inbox. This ensures you stay on top of collections without logging into the system. For instructions on how to turn this feature on and set it up, click here.

Why Use the Accounts Receivable Aging Report?

Catering clients often have different payment terms, and keeping track of overdue balances can be a challenge. The Aging Report provides an organized snapshot of:

  • Unpaid Invoices: Easily see which invoices remain open.

  • Overdue Balances: Identify customers with late payments.

  • Aging Categories: Breaks invoices into 30, 60, 90+ day overdue periods.

  • Actionable Data: Helps prioritize collection efforts for outstanding payments.

For example, if a corporate catering client had a luncheon two months ago but hasn’t paid, the report will show their invoice in the 60+ day overdue category, letting you know it’s time for a follow-up.

Best Practices for Using the Aging Report

  • 30 Days Past Due: Send a friendly payment reminder email or call the customer.

  • 60+ Days Past Due: Follow up with urgency and mention potential late fees.

  • 90+ Days Past Due: Consider restricting future catering orders until payment is received.


By regularly reviewing this report and automating its delivery, your catering business can improve cash flow, reduce outstanding balances, and minimize collection issues.


For assistance setting up your reports or interpreting the data, reach out to our CaterZen Support Team—we’re happy to help!