Aged debtors

The aged debtors report shows what every leaseholder owes you, bucketed by how long the debt has been outstanding. It is the report your client director wants on the first of every month.

Run the report

1. Open Reporting → Financial → Aged debtors.
2. Pick the as-at date.
3. Optionally filter by site, estate, or amount threshold (only show debts over £X).
4. Run.

Ageing buckets

The default buckets:

• Current — within terms (not yet due).
• 0 to 30 days overdue.
• 31 to 60 days overdue.
• 61 to 90 days overdue.
• 91 to 180 days overdue.
• Over 180 days.

Bucket boundaries are configurable under Settings → Reporting → Aged debtors.

What each row shows

Each unit appears as one row:

• Unit reference.
• Site.
• Primary billable contact.
• Total outstanding.
• Amount in each ageing bucket.
• Available credit (which is netted against the gross debt).
• Net position.
• Last receipt date.
• Workflow stage (which step of the arrears workflow has been reached).

Drilling in

Click any row to see the underlying invoices. Each invoice link drills further into the receipts and credits applied.

Use cases

• Month-end review with the operations team or client director.
• Identifying stuck cases to escalate — units in the 90+ bucket with no recent receipts.
• Pre-meeting prep with leaseholders or directors.
• Tribunal evidence — the report shows contemporaneous arrears at a specific date.

Variants

• By workflow step — group by where in the arrears workflow each unit sits.
• By site — totals per site, useful for client packs.
• Top 20 debtors — your largest exposures.
• Net of credit — only show units in net debit, ignoring those with offsetting credit.

Ground rent vs service charges

Toggle whether the report separates ground rent arrears from service charge arrears. Most agents keep them combined for the headline number and use a separate run for ground rent specifically.

Export

PDF, Excel, CSV. Schedule a monthly run via Reporting → Schedule.