How to Use Open Balances

Written By Dennis Rodin

Last updated 15 days ago

Open Balances is your accounts receivable view. It shows every order with money still owed, organized by aging (how many days since the order was created), so you can prioritize follow-ups and stay on top of overdue accounts.

Find it in Insights → Open Balances. This page is a Pro feature.

What you see at the top

The top of the page is an Aging row of five KPI cards:

  • Total Accounts Receivable: the headline figure showing total dollars owed across every open-balance order, with the order count underneath (for example, "across 41 orders").

  • 0-30 days: total dollars and order count for balances aged 0 to 30 days since the order was created.

  • 31-60 days: same for the 31-60 day bucket.

  • 61-90 days: same for the 61-90 day bucket.

  • 90+ days: same for anything older than 90 days. Highlighted when it's above zero, since these are the most overdue accounts.

Use this row to answer "how much money is owed to me right now, and how much of it is severely overdue?" The 90+ day bucket is the one that typically needs immediate action.

Accounts Receivable by stage

Below the KPIs is a section called Accounts Receivable by stage. It shows a stacked horizontal bar chart of how your open balances distribute across pipeline stages, with a list below showing each stage with three numbers next to it:

  • Stage name with the order count (for example, "Order Received · 5")

  • Percentage of total AR

  • Dollar amount

The list is sorted by percentage, largest first. For example, "Order Received · 5 · 31% · $35,958.32" means 5 orders sitting in the Order Received stage account for 31% of your total AR, or $35,958.32 in unpaid money.

The Quote, Archived, and Cancelled stages are excluded from this breakdown since they don't represent collectible AR.

Use this to answer "where is most of my unpaid money stuck right now?" If most of your AR sits in Order Received or Confirmed Order, you have a collections problem. If it's mostly in Installation Scheduled or Order Balance Required, the money will roll in as work completes.

The table

Below the stage breakdown is the orders table itself. Orders are sorted by balance amount, highest first, so your biggest receivables are always at the top and the smaller balances scroll down underneath. This is the opposite of a traditional aging sort: the page already shows aging as KPI buckets, so the table doesn't repeat that, it surfaces the biggest dollar amounts first instead.

For each open-balance order, the table shows:

  • Customer name and phone number

  • Decedent name

  • Order number

  • Current stage

  • Cemetery

Every cell in the table is clickable: click the customer name to edit the customer record, click the order number to open the order, click the cemetery name to open the cemetery record. This lets you jump straight from a follow-up list into the order, customer, or cemetery you want to act on, without going back to the Order Management board first.

Filters

Two filters:

  • Minimum balance: only show orders with an open balance above the amount you set. Useful for ignoring tiny rounding-cent balances when chasing collections.

  • Date range: limits the view to orders created within a date window.

Tip: If you're doing weekly collections calls, set a minimum balance (for example, $100 or $500) so you focus on the orders that move the needle and ignore the small balances that auto-resolve when the customer drops off the final check.

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