Go to Billing → Receivables to view outstanding balances by payer, grouped by how long they've been owed (aging buckets). This helps you track collections and identify balances that need attention.
You can open the invoices behind an amount to review the details. For a closer look, use Careswitch reports.
Which invoices appear in Receivables?
Receivables includes invoices that have been billed—sent to the payer or recorded as paid—with these statuses:
Sent, Processing, or Failed
Partially paid or Paid
Denied, for insurance claims the payer didn't pay
It doesn't include:
Unsent invoices: Open, Reviewed, and Paused invoices haven't been billed yet. Find them in the Submission Ready card on the Invoices tab.
Void invoices.
Reimbursement invoices.
How outstanding balances are calculated
The outstanding balance is the amount remaining after payments and adjustments:
Outstanding balance = billed amount − amount paid − adjustments
The balance never goes below zero.
Follow up on denied claims
Denied claims remain outstanding until they are resolved. The full denied amount stays in Receivables until the claim is:
Resubmitted and paid.
Written off using Add Adjustment.
Voided.
If a third-party payer has an older balance you weren't expecting, check for denied claims that still need attention. See When a claim is rejected or denied.
Understand the aging grid
Each row represents a payer: a private-pay contact, a client paying for themselves, or an insurance or third-party payer.
Column | What it shows |
Billing Type | Self-Pay, Sponsored, VA, or Medicaid. |
Clients | The number of clients with an outstanding balance for this payer. |
Aging columns | Outstanding balances grouped into eight age ranges: 0–30, 31–60, 61–90, 91–120, 121–150, 151–180, 181–365, and 365+ days. |
Total | The payer's total outstanding balance. |
Avg days | The average age of the outstanding balance, weighted by amount. |
Each outstanding balance appears in exactly one aging column. Together, the columns add up to the payer's Total.
How invoice age is calculated
Age is measured in calendar days, using your workspace's timezone, from the date the invoice was last sent.
If an invoice was recorded as Paid or Partially paid without being sent, its age starts at the end of its billing period instead. For example, this can happen when you record a check directly on an Open invoice. This keeps the remaining balance from appearing as zero days old.
If you reopen and resend an invoice, its age starts again from the new send date.
Open the invoices behind a balance
You can explore the details directly from the grid:
Expand a payer's row to see their invoices. Each shows the invoice number, client, services, billing period, send date, age, and outstanding amount. Click an invoice to open it.
Click a payer's name to open their profile and invoices.
If the name isn't clickable and shows “This payer record no longer exists,” the balance still counts, but the payer's profile is no longer available.
Track collections with the summary cards
Four cards above the grid show Total Paid, Total Outstanding, Total Billed, and Collections.
Collections shows the portion of billed money that has been paid:
Collections = Total Paid ÷ Total Billed
Total Paid includes only money received. Write-offs, or adjustments, reduce Total Outstanding but don't count as payments. This means Total Paid + Total Outstanding may be less than Total Billed.
The cards update with your filters. For example, selecting one payer or specific aging buckets limits the cards to those results.
Use Totals for to choose:
All Pages: all rows matching your filters.
This Page: only rows on the current page.
Filter and search
Search payers: find payers by name.
Payer: select specific payers. The menu groups them into VA, Medicaid, and Private Pay, making it easier to select a group such as Medicaid payers.
Billing Type: select Self-Pay, Sponsored, VA, or Medicaid.
Invoice Age: use the same age ranges shown in the grid to focus on balances of a particular age, such as those older than 90 days.
A weekly collections check
Review older balances. Filter Invoice Age to 61–90 days and older. These balances are most at risk. Expand each payer's row and review the invoices.
Follow up on private-pay invoices. Confirm the invoice reached the payer. Resend it, or use Send Copy to send it to another contact. For card or bank payments, consider Charge Now. If the invoice was already sent, use Mark Void and Reopen first. See Collecting private-pay payments and convenience fees.
Review insurance claims. Open the claim and check its status. Rejected or denied claims need correction and resubmission, or a write-off. See When a claim is rejected or denied.
Write off balances you won't collect. Use Add Adjustment on the invoice so Receivables reflects the amount still owed.
Monitor progress. Check the Collections card over time to see whether your collections rate is improving.
Explore further with reports
Receivables shows who owes money and how long it has been outstanding. For other questions, ask Careswitch's AI to create a report. You can save reports, run them on a schedule, and share them.
The steps for opening and building reports are changing. See Reports in Careswitch for the current steps, and How to Use Command Center and the Assistant Effectively for tips on wording requests.
Describe what you need in plain language. These prompts can help you get started:
Outstanding balances
“Show outstanding balances by payer, split into 0–30, 31–60, 61–90, and 90+ days, largest first.”
“List every client with an unpaid balance over $500, with the payer, invoice number, and how many days it's been outstanding.”
“Which private-pay payers have invoices more than 60 days past their send date?”
“Show all outstanding balances for [payer name], invoice by invoice.”
Insurance claims
“List denied Medicaid and VA claims from the last 90 days with the client, dates of service, amount, and denial reason.”
“Which claims have been submitted for more than 30 days with no payment yet?”
“Show partially paid claims and how much is still unpaid on each.”
Collections trends
“What was our collections rate each month for the last six months, by payer type?”
“Compare total billed and total paid by month this year.”
“Which payers take the longest to pay, on average?”
Before billing
“Which invoices are ready to send but haven't been sent yet?”
“List completed shifts from last month that aren't on an invoice or claim.”
Get more useful report results
Include the time period, such as “last 90 days” or “since July 1,” along with the payers or billing types and the columns you want.
Ask for a total row to compare with the Receivables cards.
If totals don't match Receivables, check the report's date range and included statuses. Receivables counts billed invoices—sent or recorded—and excludes void and reimbursement invoices.
Once the report meets your needs, save or schedule it so you can use it again.
Compare Receivables with the Invoices tab
Billing → Invoices uses the same aging buckets in its Invoice Age filter. It also has Submission Ready, Total Paid, Total Outstanding, and Total Billed summary cards.
Submission Ready shows unsent billing waiting to be sent. When there is unsent billing, a pulsing indicator appears on Billing in the navigation. Click any card to filter the table to the invoices included in it.
Both tabs count the same billed invoices. With no filters applied, Total Outstanding on the Invoices tab matches Receivables.
For the complete invoice process, see Creating, reviewing, and sending invoices for the full invoicing flow.
FAQ
Why isn't an unsent invoice in Receivables?
Receivables includes billed invoices only. Open, Reviewed, and Paused invoices haven't been sent yet. Find unsent billing in Submission Ready on the Invoices tab.
Why does an invoice show an age if it was never sent?
It was recorded as Paid or Partially paid without being sent, such as when a payment was recorded directly on an Open invoice. Receivables calculates its age from the end of the billing period to reflect how long any remaining balance has been owed.
Why does a payer still owe a balance on a denied claim?
Denied claims remain outstanding until resolved through resubmission and payment, a write-off using Add Adjustment, or a void. See “When a claim is rejected or denied.”
Why did the outstanding balance decrease after a write-off?
Outstanding balance is billed amount − amount paid − adjustments. A write-off reduces the balance immediately, but it isn't money received. It doesn't increase Total Paid or improve the Collections rate. The invoice shows as Paid once its balance reaches zero.
Why don't Receivables totals match a date-filtered Invoices view?
Receivables shows current outstanding balances by age. The Invoices tab may be limited by a date range or other filters. Clear filters on both views to compare the same invoices. Both use the same age calculation, and their unfiltered Total Outstanding matches.
Why is a client who pays for themselves and also has a family payer listed on two rows?
Each row represents a payer. The client's own balance appears on their self-pay row, while the family member's balance appears on that person's row. Use Search payers or Payer to find both.