Build the balance before chasing the customer
Start with invoices, credit notes and receipts for the same reporting date. Allocate payments to invoices where the reference is known. A customer total can look overdue simply because a receipt is sitting unallocated.
Mark disputed invoices, promises to pay and unresolved delivery questions separately. A balance report should help your team choose the next action rather than treat every late invoice as the same problem.
- Agree the reporting date and supply the invoice register.
- Match receipts and credit notes to customer accounts.
- Confirm due dates from the agreed payment terms.
- Assign an owner and next action for each exception.
What support can deliver
The agreed scope can cover an open-invoice schedule, ageing view, unallocated-receipt list and follow-up tracker. Reporting does not itself guarantee collection. Customer communication and authority to adjust balances must be confirmed.
| Exception | Evidence to check | Next action |
|---|---|---|
| Payment received but invoice open | Bank reference and customer remittance | Allocate or ask for clarification |
| Disputed invoice | Order, delivery record and correspondence | Send to the responsible manager |
| Broken payment promise | Prior commitment and latest receipt | Agree a new follow-up date |
Keep authority with your business
You decide credit limits, discounts, settlements and escalation. We do not offer legal debt recovery through this service. Changes to a customer balance should have evidence and approval.
Share customer count, invoice volume and the condition of opening balances when requesting a quote. Rebuilding old disputed balances may need a separate cleanup engagement.
Worked example
From customer total to actionable balance
Fictional customer invoices total LKR 180,000. A LKR 60,000 receipt and LKR 10,000 approved credit note relate to those invoices.
- Remaining customer balanceApply both the receipt and approved credit note.
- LKR 110,000.00
Following up for LKR 180,000 would ignore evidence already held. The LKR 110,000 balance still needs a due-date and dispute check.
Frequently asked questions
Will the service guarantee that customers pay?
No. Accurate records support follow-up, but customer payment depends on the underlying agreement and circumstances.
Can you decide to write off an invoice?
A write-off or settlement requires your authorised decision and appropriate accounting review. A follow-up schedule is not approval to remove a debt.
Sources and limits
This is record and reporting support, not legal debt recovery, credit insurance or a collection guarantee.
- Finance Desk LK — current service scope
Current service boundaries. Confirm the work, exclusions and quotation in writing before an engagement begins.
Accessed: 2026-10-08