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The Debt Collection report gives you a clear view of all outstanding debt across your site, broken down by how long each amount has been overdue. Use it to see which debt needs urgent attention, identify who to chase, and export the data for further analysis.

Report Columns

Each row in the report represents a bill payer. The table includes the following columns:

Column	Description
Bill payer	The bill payer's name
Children	The children linked to this bill payer. Graduated children appear greyed out, hover over their name to see their last day
Tags	Custom labels your site has created to categorise bill payers (e.g. Payment plan, Solicitor). Learn more about bill payer tags
1-30d overdue	Amount overdue by 1–30 days
31-60d overdue	Amount overdue by 31–60 days
61-90d overdue	Amount overdue by 61–90 days
91-120d overdue	Amount overdue by 91–120 days
+120d overdue	Amount overdue by more than 120 days
Payment method	Payment methods the parent has added in the app for in-app payments (e.g. Visa, Mastercard, TFC)
Last payment	Date and amount of the most recent payment received
Last reminder	Date the last payment reminder was sent
Note	Free-text note attached to the bill payer
Balance	The bill payer's current overall balance
Total overdue	The bill payer's total overdue amount (sum of all five buckets)

A Totals row at the top of the table shows the site-wide sum for each bucket column.

Aged Debt Buckets

The report breaks down outstanding debt into non-overlapping time buckets based on how many days each invoice is past its due date. Each amount appears in exactly one bucket, so you can see at a glance how much debt sits in each period.

Bucket	What it means
1–30 days	1 to 30 days past due
31–60 days	31 to 60 days past due
61–90 days	61 to 90 days past due
91–120 days	91 to 120 days past due
120+ days	More than 120 days past due

Generally, the further right debt sits in the table, the older it is and the higher the risk of it being difficult to collect. The buckets are recalculated each time you view the report, so invoices automatically move into later buckets as they age. The sum of all five buckets equals the total outstanding amount shown in the report.

How Payments Affect the Buckets

When a payment is received, it's applied to the oldest outstanding debt first. This is called the FIFO (First In, First Out) principle, which is the standard approach for payment allocation. This means the oldest, most overdue buckets reduce first when payments come in.

Example

A bill payer has four unpaid invoices:

Invoice	Amount	Days overdue	Bucket
INV-001	£300	100 days	91–120 days
INV-002	£250	70 days	61–90 days
INV-003	£400	40 days	31–60 days
INV-004	£150	10 days	1–30 days

Before payment:

1–30 days	31–60 days	61–90 days	91–120 days	120+ days	Total
£150	£400	£250	£300	£0	£1,100

A payment of £450 comes in. Under FIFO, it's applied to the oldest invoice first:

INV-001 (91–120 days, £300): fully paid off. Remaining payment: £150
INV-002 (61–90 days, £250): partially paid. £150 applied, £100 remains

After payment:

1–30 days	31–60 days	61–90 days	91–120 days	120+ days	Total
£150	£400	£100	£0	£0	£650

The oldest buckets reduced first. The 1–30 day and 31–60 day buckets were untouched.

💡 When a staff member records a manual payment and allocates it to a specific invoice, FIFO does not apply. The payment is applied directly to that invoice, regardless of its age

Filter the Debt Collection Report

Use the filters at the top of the report to narrow down the list of bill payers. You can combine multiple filters at once.

Debt type: focus on specific bill payer groups. The filter is split into two sections:
- In debit: Not overdue, 1-30d overdue, 31-60d overdue, 61-90d overdue, 91-120d overdue, +120d overdue
- In credit: Any credit
- The five overdue ranges are preselected by default, so the report opens showing all bill payers with overdue debt. You can adjust the selection to focus on specific ranges, for example selecting only +120d overdue to see bill payers who need the most urgent attention
Last payment: filter by how long ago the bill payer last made a payment. Over 1 week ago, Over 2 weeks ago, Over 3 weeks ago, Over 4 weeks ago, or Over 2 months ago
Last reminder: filter by how long ago a payment reminder was last sent. Over 1 week ago, Over 2 weeks ago, Over 3 weeks ago, Over 4 weeks ago, or Over 2 months ago
Payment method: filter by the type of payment method the parent has added in the app. Debit card, Credit card, Direct Debit (BACS), TFC, or No payment method
Payment automation: filter by whether the bill payer is set up for automatic payments. Autopay or Manual
Tags: filter by your site's bill payer tags. You can search and select multiple tags, or select No tags to find bill payers without any tags assigned
Include: optionally include credit notes and cancelled invoices in the report

Export Debt Collection to CSV

The downloadable CSV export includes a column for each of the five buckets. Each bill payer's row shows their outstanding amount split across the five ranges, so the export matches what you see in the report.

KPI Widgets

At the top of the Debt Collection report, you'll see KPI widgets that give you an at-a-glance overview of your debt situation.

Overdue debt distribution: a segmented bar showing how your total overdue debt is spread across the five age buckets as a percentage of the total. For example, "43% / 25% / 16% / 11% / 5% of £1,340 overdue" tells you that most of your debt is in the 1–30 day bucket and only a small share has been outstanding for 120+ days, meaning most debt is relatively fresh
Bill payers with overdue debt: shows how many of your bill payers currently have overdue balances, out of the total number of bill payers on the site. For example, "23 of 187" means 23 bill payers have outstanding overdue debt
Bill payers needing action: shows how many overdue bill payers have not had a payment reminder sent recently. For example, "12 overdue bill payers, no reminder sent in 30 days" highlights who may need a chase. This ties into the payment reminder feature available on the same page