The problem
Chasing overdue invoices usually means switching between an aging report, an email inbox, and someone's memory of 'they said they'd pay Friday.' Advance payments and credit notes often live in a spreadsheet because the core accounting tool has nowhere real to put them.
How AccountDesq solves it
AR aging is computed live from open invoice balances. The Settlement Engine tracks customer advances and applies credit balances against invoices without a manual journal entry. Promises-to-pay have their own record and status, so 'they said Friday' is a trackable fact, not folklore. Disputes are their own module rather than a note in an email thread, and credit notes/refunds draw on a real customer credit wallet (the same mechanism gift cards use) instead of a manual adjustment.
How it works, step by step
See what's overdue
AR aging buckets update automatically as invoices are issued and paid - no manual recalculation.
Apply advances and credits
The Settlement Engine applies a customer's advance payment or credit balance against open invoices without a manual journal entry.
Track promises-to-pay
Log a customer's commitment to pay by a date, and follow up against that record instead of a memory or a sticky note.
Handle disputes separately
A disputed invoice moves into its own workflow instead of blocking or confusing the rest of the collections queue.
Work the collections center
A dedicated view prioritizes which overdue accounts need attention next.
Connected to the rest of AccountDesq
Nothing here works in isolation - it posts through the same ledger as everything else.
In practice
A B2B wholesaler has a customer who pays reliably but always a week late. Instead of manually tracking this in a spreadsheet, the promises-to-pay record shows exactly when the customer committed to pay, the collections center surfaces the account when that date passes without payment, and any partial advance the customer already sent is applied automatically through the Settlement Engine.
What this means for your business
- AR aging that's always current, because it's computed from live invoice and payment data, not a periodic export.
- Advances and credit balances stop living in a side spreadsheet - they're applied against real invoices in the system.
- A collections workflow that prioritizes accounts for you instead of requiring someone to scan a full aging report every morning.
Frequently asked questions
What is the Settlement Engine?
It's the part of Receivables that applies customer advances and credit balances against open invoices, so those funds don't have to be tracked manually outside the system.
Can I track a customer's promise to pay by a specific date?
Yes - promises-to-pay are a real record with their own status, not just a note.
How are disputed invoices handled?
Disputes are a separate module so a contested invoice doesn't block or clutter the rest of your collections workflow.