Every Friday, someone on the finance team exports open invoices and bills from the accounting system and rebuilds the AR and AP aging by hand: the aging buckets, the customers most overdue, the bills coming due. By the time it is finished, it is already out of date. Here, Sysmere Foodservice, Inc., the Indianapolis foodservice distributor we use to show ALK at work, describes what to watch once and lets ALK keep it current across 40 open customer invoices and 25 open supplier bills.
Step 1 of 7
Every Friday, rebuilt by hand
Sysmere's accounting export sits in a Google Sheet: 40 open invoices to restaurants, schools and hospitals across Indiana, and 25 open supplier bills. Turning that into an aging report used to take someone's Friday afternoon.
Step 2 of 7
Describe it once
The team says what it wants in plain words: receivables by aging bucket, the customers with the most overdue money, the supplier bills due in the next 7 days, and a warning when more than $50,000 is over 60 days past due. It refreshes daily.
Step 3 of 7
The aging, current every morning
ALK reads the sheet and builds the dashboard: $133,157.35 current, $71,655.75 at 1-30 days, $37,433.05 at 31-60, $38,170.05 at 61-90 and $30,132.80 past 90 days, out of $310,549.00 open.
Step 4 of 7
Who owes, and how late
Every customer with their open balance and their oldest invoice. Prairie Hollow Regional Hospital has four open invoices worth $34,867.80, the oldest 128 days late. Juniper & Rye Kitchen is at 104 days and Three Rivers Steak Room at 97.
Step 5 of 7
The decision: who to call first
Asked which customers to call first, ALK ranks the eight with money more than 30 days past due, $105,735.90 in all, each with the invoice to ask about. Prairie Hollow comes first, then St. Aldric Medical Center at $25,613.45. The team decides who gets the first call.
Step 6 of 7
Draw the line
One sentence sets the line: warn us when more than $50,000 is over 60 days past due. ALK turns it into a rule on the 61-90 and 90+ buckets and checks it against today's numbers.
Step 7 of 7
ALK tells you first
Today $68,302.85 is over 60 days past due, $18,302.85 over the line, so the warning fires now. The team gets an in-app alert at once and a daily summary while it stays over.
What ALK checks in each aging run
- Open receivables totalled by aging bucket: current, 1-30, 31-60, 61-90 and 90+ days past due
- Each customer's open balance, number of open invoices and how late their oldest invoice is
- Which customers have money more than 30 days past due, ranked by amount, with the invoice to chase
- Open supplier bills by amount due and how soon each supplier's next bill is due
- The total more than 60 days past due against the $50,000 line
Try it on your own aging
Send one real accounting export, or a redacted one, and see what ALK finds.