What is ageing of receivables and why does it matter?

Ageing sorts unpaid invoices by how long they have been pending, usually 0-30, 31-60, 61-90 and over 90 days. It matters because the older an invoice, the less likely it is to be paid in full, banks discount old debtors when computing drawing power, and it tells you where to spend collection effort. A growing 90+ bucket is an early warning of a bad debt.

Should ageing be counted from the invoice date or the due date?

Both are used. Counting from invoice date shows how long your money has been out; counting from due date shows how late the customer is against agreed terms. Banks and most Indian businesses use invoice date. If you give 30-day terms, an invoice at 45 days is 45 days old but only 15 days overdue; say which basis your statement uses.

Can I charge interest on overdue invoices?

Yes, if your invoice or agreement says so. If you are a registered MSME, Section 16 of the MSMED Act entitles you to compound interest at three times the RBI bank rate on payments delayed beyond 45 days, whether or not the contract mentions it. Interest charged is itself a supply under GST in most cases; check with your CA before billing it.

How do I show an invoice that the customer has part paid?

Record the part payment as a Payment Receipt against that invoice. The statement then shows the invoice amount, the amount received and the balance due, and ages the balance from the original invoice date. Do not create a fresh invoice for the balance; that would double count the supply and confuse the customer's books.

What is the difference between a statement of account and an invoice?

An invoice records one supply and charges GST on it; it is the legal document. A statement of account summarises several invoices and payments to show a balance; it charges nothing and creates no new liability. Customers pay against invoices; the statement just tells them which ones are still open.

How many outstanding statements can I generate on the Free plan?

Ledger and outstanding reports together are limited to 3 a month on Free, resetting on the 1st. Pro from ₹350 a month (one-time pass, no auto-debit) makes them unlimited and removes the 'Made with VyaparKit' line from the PDF.

Outstanding Statement

Generate statements of unpaid invoices with ageing for any customer. Free PDF.

Free account · 3 reports a month freeMade for India · ₹, GST, UPI, WhatsApp

In short

An outstanding statement, or statement of account, lists every unpaid invoice of a customer with the amount still due and how long it has been pending. VyaparKit's Outstanding Statement groups the invoices into ageing buckets of 0 to 30, 31 to 60, 61 to 90 and over 90 days, totals them and downloads as a PDF you can send to the customer or your bank.

Free account required

Create a Outstanding Statement in under a minute

Sign in once with Google or email. Your business name, GSTIN, logo, bank details and saved customers fill in automatically. Download a PDF or share a link on WhatsApp. 3 reports a month are free, forever.

Start free See what's free

✓Beautiful PDF with your logo and details
✓GST calculated automatically where applicable
✓Saved customers, vendors and items, so no retyping
✓Share link with WhatsApp button and UPI QR
✓Converts to related documents in one click

About the outstanding statement tool

An outstanding statement (often called a statement of account or debtors ageing report) shows what a customer owes right now, invoice by invoice, and how old each unpaid invoice is. It is the document you send when a customer says 'send me the pending list', the one your bank wants as a book-debt statement alongside stock, and the one you check yourself every Monday to decide who to call. Ageing buckets turn a list of invoices into a priority: 0 to 30 days is normal credit, 31 to 60 needs a nudge, 61 to 90 needs a call, and over 90 is a risk.

Maintained by hand, the pending list is an Excel sheet where someone deletes a row when a payment arrives and forgets when a part payment does. Invoices made in a hurry are missing, the days overdue are calculated with a mental subtraction, and the customer receives a list that differs from what they were sent last month. VyaparKit derives the statement from your invoices and the receipts recorded against them, so an invoice with a part payment shows the balance due, and days pending are computed from the invoice date to today.

The statement is the starting point for collection. Send a Payment Due Slip with a UPI QR for the amount, follow up with a Payment Reminder in a gentle, firm or final tone, and record the money as a Payment Receipt so the statement shrinks. For the full history including paid invoices, open the Customer Ledger.

How to generate an outstanding statement

1
Record receipts against invoices
Whenever money comes in, create a Payment Receipt and select the invoices it pays. Invoices with a receipt for the full amount drop off the statement; part-paid ones show the balance.
2
Open Outstanding Statement
Go to Ledger, then Outstanding Statement. Choose a single customer for a statement to send, or all customers for your own collection review.
3
Set the as-on date
The statement defaults to today. Change it to the month end if the bank or the customer wants the position as on 31 March or the last day of the month.
4
Read the ageing
Each invoice shows its date, amount, amount received, balance due and days pending, and the summary shows totals in 0-30, 31-60, 61-90 and 90+ buckets. Sort out the 90+ column first.
5
Download and act
Click Download PDF to send on WhatsApp or email. Then create a Payment Due Slip for the amount or a Payment Reminder for the overdue invoices directly from the customer.

What an outstanding statement should include

Your business name, GSTIN and contact, and the customer's name and GSTIN, taken from the profile and the saved customer.
As-on date; every day count in the statement is measured up to this date.
One line per unpaid invoice: invoice number, invoice date, due date if set, invoice amount, amount received, balance due and days pending.
Ageing summary with totals in 0-30, 31-60, 61-90 and 90+ day buckets, based on invoice date (or due date, if you give credit terms; say which).
Unadjusted credit notes and advances shown as negative lines, so the net figure is what the customer actually owes.
A total outstanding figure in figures and words that matches the customer ledger's closing balance.
Your bank details and UPI ID so the customer can pay from the statement itself.
A request to report discrepancies within a stated number of days, useful if the statement doubles as a balance confirmation.

Who uses the outstanding statement

Wholesalers with credit customers

A textile wholesaler in Surat runs the all-customers statement each Monday, calls everyone in the 61-90 bucket and puts the 90+ accounts on hold for fresh supply until they clear.

Book-debt statement for the bank

A manufacturer with a CC limit sends the bank a monthly debtors ageing. Banks typically exclude debtors older than 90 days from drawing power, so the statement's buckets map directly to what the bank wants.

Service businesses billing monthly

A housekeeping contractor in Gurugram bills 15 sites monthly. The statement per client goes with the next invoice, so the client's accounts team sees the whole pending picture and clears older months first.

CA and accounting firms

A CA firm uses the statement as the balance confirmation request it sends to a client's debtors at year end, asking them to confirm or dispute the figure within 15 days.