Invoices Sent vs Paid: What the Numbers Mean

The "Sent vs Paid" report shows your invoicing pipeline health — how much you have billed versus how much you have actually collected.

Accessing the Report

Go to Dashboard → Reports → Invoices

The Key Numbers

Sent — Total dollar value of all invoices delivered to customers in the period.

Paid — Total dollar value of invoices that have been fully paid.

Outstanding — Sent minus Paid. This is money you are owed.

Collection rate — Paid ÷ Sent × 100. A healthy rate is above 85%. Below 70% signals a collection problem.

Reading the Trend

Compare collection rate month over month:

• Rate improving — Your follow-up process is working or you are attracting better-paying clients
• Rate declining — You may be taking on clients who are slow or unlikely to pay, or your reminders are not reaching customers

Invoice Age Analysis

Within the Invoices report, you can see invoices grouped by age:

• 0-30 days outstanding (normal)
• 31-60 days outstanding (follow up)
• 61-90 days outstanding (urgent)
• 90+ days outstanding (collection action needed)

What to Do About Outstanding Invoices

For invoices over 30 days: send a payment reminder via the invoice detail page.

For invoices over 60 days: follow up by phone or visit in person.

For invoices over 90 days: consider small claims court or a collection service.