Accounts Payable Aging

See what you need to pay and how long it's been due with Officaid's Accounts Payable Aging report.

What do you need to pay?

Your business receives bills from vendors, suppliers, and expense claims from employees. The Accounts Payable Aging report shows every unpaid bill in your system, organised by payee and grouped by how long each payment has been outstanding.

This report helps you manage your outgoing payments. Knowing what needs to be paid and when allows you to plan your cash flow, avoid late fees, and maintain good relationships with your suppliers.

Why the Accounts Payable Aging Matters

Business owners use this report to:

See all unpaid bills in one place, including vendor invoices and employee claims
Plan payment schedules by knowing exactly what's due and when
Avoid late fees by identifying bills that are overdue or approaching their due date
Manage supplier relationships by ensuring vendors are paid on time
Forecast cash needs by understanding how much cash you'll need to cover upcoming payments

Accessing the Report

To view your Accounts Payable Aging report, navigate to Finance → Reports and select Accounts Payable Aging.

At the top of the report, you can select your date:

Today shows all unpaid bills as of the current date
Custom lets you select any specific date to see what was outstanding at that point in time

Use the Download button in the top right corner to export the report for your records or to share with your team.

Understanding the Report Structure

The report displays unpaid bills in a table with the following columns:

Payee is the name of the vendor or person you need to pay. This may show "Unknown Vendor" for items like employee claims that aren't linked to a specific vendor.
Payable is the payable reference number. Click it to open that specific payable or claim.
Due Date is when the payment was due.
Current shows bills that are not yet past their due date.
1-30 Days shows bills that are 1 to 30 days past due.
31-60 Days shows bills that are 31 to 60 days past due.
61-90 Days shows bills that are 61 to 90 days past due.
90+ Days shows bills that are more than 90 days past due.
Total shows the total amount due to that payee across all aging buckets.

Click on any payable reference number to go directly to that payable and view its details or record a payment.

Reading the Report

Each payee's unpaid bills are grouped together, with a Payee Total row showing how much you need to pay that payee in each aging bucket and in total.

At the bottom of the report, the Grand Total row shows the combined unpaid amount across all payees for each aging bucket.

The Percentage Breakdown row shows what proportion of your total payables falls into each aging bucket. This gives you a quick view of your payment patterns. For example, if 83.6% of your payables are in the 90+ Days column, most of your unpaid bills have been overdue for over three months.

What the Aging Buckets Tell You

The further right a bill appears on the report, the longer it's been overdue:

Current means the bill isn't due yet. You have time before payment is required.
1-30 Days means the bill is slightly overdue. Payment should be made soon.
31-60 Days means the bill is significantly overdue. The vendor may be waiting on payment.
61-90 Days means the bill is seriously overdue. This may affect your supplier relationship.
90+ Days means the bill has been outstanding for over three months. Late fees may have accrued and supplier relationships may be at risk.

Employee Claims

This report also includes unpaid employee claims. These appear with reference numbers starting with "EMP-CLAIMS" and may show under "Unknown Vendor" since they're reimbursements due to employees rather than external vendors.

Employee claims are reimbursements due to staff for business expenses they've paid out of pocket. Learn more in My Claims.

How to Use This Report

Weekly review: Check this report regularly to stay on top of your payment obligations and avoid surprises.

Prioritise overdue payments: Focus on bills in the older buckets first, especially if they're due to important suppliers or employees.

Plan your cash flow: Use the Grand Total to understand how much cash you need to clear all unpaid bills, and the aging buckets to see when payments were due.

Compare with Accounts Receivable: Review both aging reports together. If your payables are aging faster than your receivables, you may face cash flow pressure.

Frequently Asked Questions

What's the difference between this and Accounts Receivable Aging?

Accounts Receivable Aging shows what customers owe you (money coming in). Accounts Payable Aging shows what you need to pay vendors and employees (money going out). They're opposite sides of the same concept.

Why does "Unknown Vendor" appear as a payee?

Unknown Vendor typically appears for employee claims or payables that haven't been linked to a specific vendor record. The individual payable or claim reference will still be clickable so you can see the details.

How does this connect to my Balance Sheet?

The Grand Total on this report should match the Accounts Payable figure in the Liabilities section of your Balance Sheet for the same date. Both represent the total amount you need to pay to others.

What's Next?

Now that you understand your Accounts Payable Aging, explore these related articles:

Accounts Receivable Aging to see what customers owe you
Cash Flow Statement to see how payables affect your cash position
Creating a Payable to learn how to record bills from vendors

reports accounts payable payables vendors aging