Accounts receivable is more than back-office accounting—it’s a key indicator of how well your finance team operates and your overall cash flow health. Learn how to adopt the right methods, processes, and technology to make it both scalable and precise.
Late invoice payments aren’t uncommon—in fact, anywhere from 10-20% of invoices are paid past their due date in 2025, according to a recent survey of CFOs. Nearly a third said the number of customers paying late had increased this year.
But late payments are more than an inconvenience. Lack of proper oversight on money owed can affect routine expenses like payroll and vendor bills, forcing difficult choices and distracting teams from strategic initiatives. If not managed effectively—or for companies with a less flexible cash flow—these late payments can deteriorate overall financial health.
Ensuring customers pay on time is a key part of any business reaching its goals—but how can large or growing organizations easily keep track? The first step toward overseeing cash flow with confidence is knowing how to calculate accounts receivables.
CFOs report that 10-20% of invoices are paid late, and 31% say the number of late-paying customers has increased this year.
Every sale made on credit becomes an account receivable (AR)—a promise of future cash for products or services that appears in the current assets section of the balance sheet. While extending credit can boost sales, it also introduces cash-flow timing risk. Effective AR monitoring helps teams spot payment delays early and maintain the cash needed to fund daily operations.
Good accounts receivable management offers several critical benefits:
Improved cash visibility: A clear picture of expected inflows to avoid short-term funding gaps
Accelerated collections: Ability to target overdue accounts proactively to shorten payment cycles
Accurate cash forecasting: Receivable data that drives reliable budgeting and planning
Reduced credit risk: Ability to spot potential defaults early and adjust payment terms to minimize bad debt
Stronger customer relationships: Timely payments fostered through consistent communication
A clear understanding of AR not only clarifies where cash is tied up but also informs the strategies and tools finance teams deploy. With these fundamentals in place, organizations can proactively manage credit and collections and preserve the cash needed for growth and operational stability.
Accurate measurement of your accounts receivable balance begins with organized data collection and consistent calculation. Follow these three key steps to accurately calculate your AR balance, the foundation for all other related decisions and follow-up actions.
Locate the opening and closing AR balances in your general ledger. Extract net credit sales for the period from your sales subledger or order management system. Pull cash receipts from the cash receipts journal or bank statements. Use aging reports to confirm invoice allocations, adjust for write‑offs, and clear unapplied payments.
Now that you’ve gathered your data, calculate your ending accounts receivable balance to reveal exactly how much cash remains uncollected at period-end. The formula to calculate your AR balance is:
Accounts Receivable Balance = Beginning AR + Credit Sales − Cash Collections
For example, picture a regional SaaS provider that starts Q3 with a $90,000 receivables balance, sends out $200,000 in subscription invoices on net-30 terms, and collects $180,000 by period end. Using the formula:
$90,000 + $200,000 − $180,000 = $110,000
The business identifies $110,000 still outstanding. This validated figure then guides the monthly close, underpins cash flow forecasts, and assists in reconciling expected versus actual collections.
Pull your AR aging report to view outstanding invoices by aging bucket (ex: 0–30, 31–60, 61–90, 90+ days). Match each cash receipt to its corresponding invoice, clear any discrepancies and update your ledger in real time. Then, dive into aging buckets to identify slow-payers, unusually large past-due balances, or shifts in payment patterns.
Teams get the most complete picture of AR when they also include other key metrics in analysis, like turnover ratio and days sales outstanding (DSO).
The accounts receivable balance is the first and most critical step—the total amount owed to the business. But two additional metrics, turnover ratio and DSO, add critical context on collection velocity and timing. Let's walk through how to calculate each.
The AR turnover ratio measures how many times a company collects its average receivables over a given period. A higher turnover ratio indicates faster collections and more efficient credit management. The formula is as follows:
AR Turnover Ratio = Net Credit Sales ÷ Average Accounts Receivable
To calculate, use net credit sales (total sales on credit minus returns and allowances) for the period, then divide by the average of beginning and ending receivables balances. Data sources include the sales ledger for credit sales and the general ledger for receivables balances.
Interpretation hinges on context. Compare your ratio to past performance and peer benchmarks to determine if payment collections are improving or slipping. A declining ratio may signal lenient credit terms or ineffective collection processes, while an increasing ratio suggests tighter credit policies or more proactive dunning activities.
Example: A manufacturing firm records $800,000 in net credit sales for Q2 and starts the period with $200,000 in receivables and ends with $260,000. Its average receivables balance is ($200,000 + $260,000) ÷ 2 = $230,000.
Dividing $800,000 by $230,000 yields an AR turnover ratio of approximately 3.48, indicating the firm collects payments about 3½ times during the quarter.
Days Sales Outstanding
Days sales outstanding (DSO) translates the turnover ratio into the average number of days it takes customers to pay. It offers a more intuitive view of payment speed. The formula is:
Days Sales Outstanding = 365 ÷ AR Turnover Ratio
Or equivalently:
DSO = (Average Accounts Receivable ÷ Net Credit Sales) × 365.
Use the same data sources as the turnover ratio calculation. Assess your DSO against internal targets and industry norms—lower DSO values denote quicker payments, while higher values indicate slower cash conversion.
Seasonal sales fluctuations and credit policy changes should be considered when setting benchmarks.
Example: Suppose a company records $240,000 in net credit sales for the month and maintains an average accounts receivable balance of $60,000. Plugging into the formula: DSO = (60,000 ÷ 240,000) × 365 ≈ 91 days, indicating customers take roughly three months on average to pay.
Cloud-based, AI-powered financial management tools are essential to manage AR at the speed and scale today’s business environment demands.
Manually handling accounts receivable is no longer practical in a business world that moves this fast—not even for small or mid-sized businesses. Cloud-based platforms eliminate data silos and automate processes to make AR management fast, scalable, and accurate.
Powered by AI, modern financial management systems deliver insight on payment risks and eliminate routine reconciliation tasks so finance teams can refocus on analysis and strategic action.
Key features include:
Streamlined invoicing: Automated invoice processing to reduce errors and accelerate billing cycles
AI-driven cash prediction: Forecasts inflows using machine learning models for more accurate budgeting
Integrated dashboards: Visualizes receivables performance across aging buckets, customer segments, and time periods
Custom alerts and notifications: Delivers real-time updates on overdue invoices and changing payment patterns
Seamless ERP and CRM integration: Syncs receivables data with broader enterprise systems to maintain a single source of truth
Centralized, cloud-based systems surface the most urgent receivables issues in real time, allowing finance teams to take decisive action before small delays become major cash bottlenecks. This proactive visibility, combined with streamlined workflows, ensures that collections stay on target and cash flow remains predictable.
Mastering accounts receivable calculations gives business owners and finance teams a precise view of cash tied up in invoices and the speed of collections, empowering better decision-making and predictable liquidity. Rather than reacting to cash shortages, you gain the foresight to adjust credit terms, tighten follow-up, and safeguard working capital.
Proactive AR management is enhanced even further by cloud-native platforms powered by AI for accounting that’s designed to automate financial processes and deliver real-time insight.With the right tools and approaches, receivables move from a back-office task to a strategic growth driver, streamlining cash flow each month, amplifying visibility, and fueling your organization’s next chapter of growth.
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