Automating accounts receivable aging reports from QuickBooks to Google Sheets

You can automate A/R aging report generation and updates from QuickBooks to Google Sheets with daily refresh scheduling. This eliminates manual report generation and provides enhanced analysis capabilities for better collections management.

Here’s how to set up automated A/R aging reports that update continuously and include custom filtering for priority account management.

Automate A/R aging reports using Coefficient

Coefficient automates A/R aging report updates and enhances them with custom analysis capabilities. Unlike QuickBooks’ manual reporting, you get scheduled refreshes and the ability to combine aging data with customer payment patterns for comprehensive collections management.

How to make it work

Step 1. Import both A/R Aging Summary and Detail reports.

Use the “From QuickBooks Report” method to pull both aging reports. The Summary report gives you totals by customer, while the Detail report shows individual invoice aging. Having both provides complete visibility into your receivables position.

Step 2. Enhance with Customer and Invoice object data.

Import Customer and Invoice objects using “Objects & Fields” to add context beyond standard aging reports. This includes customer contact information, credit limits, payment terms, and invoice details that help prioritize collection efforts.

Step 3. Configure daily automated refresh scheduling.

Set up daily refresh intervals to maintain current receivables status. Daily updates ensure your aging reports reflect the most recent payments and new invoices without manual intervention. This keeps collection priorities accurate.

Step 4. Apply customer-specific filtering for priority accounts.

Use filtering to focus on high-priority accounts – customers with large balances, those past certain aging thresholds, or specific customer types. Create separate tabs for different collection priorities like “Over 60 Days” or “High Value Accounts.”

Step 5. Combine with Payment data for collection pattern analysis.

Import Payment objects to track how customers typically pay. This historical payment data helps predict collection timing and identify customers who consistently pay late, allowing for proactive collection strategies.

Step 6. Set up aging threshold alerts and notifications.

Create conditional formatting or formulas that highlight accounts reaching critical aging milestones. Use Google Sheets’ notification features to alert collection staff when accounts move into higher aging buckets.

Step 7. Create custom aging buckets beyond standard periods.

While QuickBooks uses standard 30/60/90 day aging buckets, you can create custom groupings in Google Sheets. Set up aging periods that match your collection processes, like 15/45/75 days or industry-specific aging standards.

Streamline collections management

Automated A/R aging reports provide continuous visibility into receivables status with enhanced analysis capabilities that QuickBooks can’t deliver alone. This supports proactive collections management and better cash flow planning. Start automating your A/R aging reports today.