QuickBooks AR Aging Review Checklist

Turn overdue balances into clear next actions

An accounts-receivable aging review should connect each outstanding invoice with its source, communication history and next owner. The assistant organizes the facts for review and follow-up. Credit decisions, concessions, write-offs and changes to agreed terms remain with the authorized owner.

Begin with the approved entity, report date and filters. Preserve the original report so the team can distinguish the snapshot from later receipts or adjustments. Record the extraction time and the person responsible for reviewing exceptions.

Check the invoice context

Identify the customer and invoice using stable references, not the displayed name alone. Link the invoice, relevant delivery evidence and available correspondence. Note the stated due date and any documented dispute without changing those facts to fit a preferred follow-up message.

If a customer says payment was sent, record the statement and any supporting reference. A promise, remittance notice and confirmed receipt are different states. The assistant should not mark an invoice settled solely because a customer reports making a payment.

No recent response

PrepareThe last approved message, contact channel and date.

Next actionFollow the owner's agreed cadence and wording.

Promised payment

PrepareThe exact promise, date and any stated conditions.

Next actionCheck the agreed follow-up date without treating the promise as a receipt.

Disputed invoice

PrepareThe customer's issue, source correspondence and relevant invoice references.

Next actionRoute the decision to the account or finance owner.

Unclear receipt

PrepareAvailable payment reference and the invoices potentially affected.

Next actionAsk the authorized reviewer to determine allocation.

Credit or concession request

PrepareThe requested change and its source.

Next actionObtain an explicit decision before communicating revised terms.

Example: a promise moves to a later date

A customer first says they will pay on Friday, then writes that payment depends on an internal approval expected Tuesday. Keep the Friday promise and the later conditional update in the history. Record Tuesday as the latest stated expectation with its condition, not as a guaranteed receipt date.

Ask the account owner whether the follow-up plan changes. The next message should reflect the approved response and avoid promising concessions or threatening consequences outside the assistant's role. The invoice remains in the appropriate open state until the responsible reviewer confirms otherwise.

Separate priorities from judgments

Use the owner's approved prioritization rules to organize the queue. These may consider age, amount, an upcoming review or a documented dispute. The assistant can prepare that ordering without deciding which customer should receive different credit terms.

Keep a precise next action on each exception. “Awaiting customer document” and “awaiting internal allocation decision” require different owners. Use an agreed follow-up date and retain the original age so reassignment does not conceal a stalled item.

Hand off a reviewable record

Summarize the report scope, completed follow-ups and unresolved decisions. Link responses to their original invoice references and note any later activity separately from the preserved snapshot. Ask the reviewer whether a refreshed report is needed before the next close or management discussion.

See customer follow-up preparation and accounts receivable support for a recurring role built around your approved communication and review process.