QuickBooks Online Groups · Track 4 · Tutorial 1 of 2
See who owes what
BrizoConsol keeps a copy of your QuickBooks companies’ invoices and bills. Pulse turns the unpaid ones into a customer ageing, so you can see who owes what, and how late, without opening QuickBooks.
1Know where the figures come from
Each read takes in a month’s invoices and bills with their balances as QuickBooks holds them that day. The last 6 months are read every night, so a payment recorded in QuickBooks today shows tomorrow.
Older months are re-read a month at a time: each night, one older month that still holds an unpaid invoice, and one that still holds an unpaid bill. An invoice paid long after its month may take a few nights to drop out — or reload its month yourself, as in step 6.
2Open Receivables on Pulse
- Select Maple Inc.
- Open Pulse → Receivables.
- Scroll to Aging Summary.
The top of the page — the health score, KPIs and balance trends — follows the month you choose. The Aging Summary doesn’t: it is today’s position, ageing each unpaid invoice from its due date to today.
3Read the ageing
| Total Due | What the customer still owes, in Maple Inc’s currency, USD. A part-paid invoice counts only its balance. |
|---|---|
| Future | Not yet due. |
| 0-30 to 91+ Days | Days past the due date, today. |
| Risk | Low, Medium or High, from how late the customer pays on average, and how much they owe against the company’s receivables and against its revenue. |
Use the filters above the table to list only one age band — 91+, say — or only High risk customers.
4Open a customer’s invoices
- Click Riverside Catering. Its unpaid invoices open under it, with Invoice Date, Due Date, Status, Amount Due and Total.
- Click 1138. The invoice opens in QuickBooks in a new tab, if you are signed in to QuickBooks.
Invoice 1138 was for 10,400.00; 4,000.00 has been paid, so 6,400.00 is due, 68 days late. Status shows OVERDUE rather than PARTIAL, because being late is what needs acting on.
Check
Riverside Catering’s invoices add up to its 15,400.00 Total Due, and QuickBooks shows the same balances on invoices 1112 and 1138.
Status is set when the invoice’s month is read. An invoice that has fallen due since then can still read OPEN; the age columns are always worked out against today.
5Look at the whole group
Select Your Group instead, and the Aging Summary lists the customers of every company beneath it. A customer that buys from two of your companies under the same name shows once, with both companies’ invoices.
Read companies in other currencies on their own. On the group, each invoice is added in its own company’s currency. Maple UK Ltd’s GBP balances would be added to Maple Inc’s USD ones as they are, so select each company to read its ageing in its own currency.
Pulse → Payables works the same way for bills: who you owe, and when.
6If something goes wrong
| A paid invoice still shows | If the invoice is from the last 6 months, it clears after the next nightly read. If it is older, open Settings → Organisation Settings → Data Loading and load its month with Invoices ticked. |
|---|---|
| Nothing has updated for days | The QuickBooks connection may have expired. If the company shows Token expired in the Organisation Hierarchy, click Reconnect Now there. |
| Unknown balances: … | Some invoices came in without a balance, so totals and ageing leave them out. Reload the months they are in. |
| The invoice number isn’t a link | The invoice has no QuickBooks ID, for example because it was uploaded rather than read from QuickBooks. |
Want more detail? See the documentation