How the list is worked out
The tool reads the ageing columns from the report's heading row: Current, the month or day ranges you chose in Xero, and Older. For each customer it adds up everything past due and multiplies each amount by roughly how many days late it is: the middle of its range (15 for under a month, 45 for 31 to 60 days, and so on), or an estimate for the open-ended Older column. Customers with the highest result come first.
The email suggestion follows the oldest overdue amount: a polite reminder for the first week or so, a firmer second reminder up to 30 days, a final notice after that, and a phone call as well once it's past 90. Each one links to a ready-to-copy template in our invoice reminder email templates.
What changes the order
- Ageing by due date works best. Aged by invoice date, the columns show how old each invoice is rather than how late, so invoices that aren't due yet can count as overdue.
- Credits count where they sit. Unallocated credit notes and overpayments show as negative amounts in the column for their date. If they fall in an overdue column, they reduce that customer's overdue total.
Nothing is uploaded or stored. Your browser reads the file, and it's gone when you close the tab.
More on reading the report itself: the Xero debtors report explained.