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Outstanding Invoice Calculator
What you are owed in total, what is overdue, and what is at real risk.
Quick Tool Overview
The Outstanding Invoice Calculator totals what you are owed and splits it into not yet due, overdue and at risk — three figures that need three different responses — with part payments and other currencies handled and a weighted average age reported.
- What it does
- Totals and classifies what you are owed
- You give it
- Every unpaid invoice and any part payments
- You get back
- Three totals and a weighted average age
- Best for
- Knowing your real receivables position
About the Outstanding Invoice Calculator
Most small businesses cannot say what they are owed without opening a spreadsheet, and the number they eventually find is usually a single total that hides the thing that matters: how much of it is money they can plan around and how much is money they are worried about.
This splits it three ways. Not yet due, which is normal and healthy. Overdue but recent, which is an administrative problem and almost always recoverable. And at risk — anything past ninety days, or past a threshold you set — which is where the attention should go.
It handles part payments, so an invoice for £4,800 with £1,200 already paid contributes £3,600 rather than either figure. It works in multiple currencies, converting at a rate you supply rather than one it fetches. And it reports the weighted average age, which is a better single number than the total: £50,000 owed at an average of 12 days is a healthy business, and the same £50,000 at 74 days is not.
Key features of the Outstanding Invoice Calculator
Three totals, not one
Not yet due, overdue, and at risk.
Part payments counted properly
The balance, not the original amount.
Weighted average age
A better health signal than the total on its own.
Multiple currencies
Converted at a rate you supply, never one fetched.
Your own risk threshold
Set the age past which you treat a debt as at risk.
How to use the Outstanding Invoice Calculator
-
1
Paste every unpaid invoice
Including part-paid ones, with the amount already paid.
-
2
Set the risk threshold
The age past which you treat a debt as at risk.
-
3
Read the three totals
Not yet due, overdue and at risk — they need different responses.
-
4
Check the weighted average age
A better single number than the total.
-
5
Add other currencies
At a rate you supply — nothing is fetched.
Frequently asked questions
Any invoice issued and not yet settled in full, including ones not yet due. Work delivered but not yet invoiced is different — that is accrued income, and it should be invoiced rather than tracked here.
Record the amount paid against the invoice and the balance is what counts as outstanding. An invoice half paid is neither fully outstanding nor settled, and treating it as either distorts the total.
The average age of your receivables weighted by value, so a large old invoice counts more than a small one. It is a better health indicator than the raw total, because the total alone says nothing about whether the money is coming.
When recovering it would cost more than it is worth, or the debtor has gone. That is a judgement rather than a rule, but debts past a year with no contact are rarely collected. Writing one off may also let you recover the tax you already paid on it.
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