Use this when... you need to review overdue parent balances, prioritise payment follow-up, and understand which unpaid invoices are becoming a business risk.

Before you start... make sure invoices have been issued correctly, attendance and cancellations have been checked, credits are applied, and recent payments have had time to sync from your payment provider.

Use Billing to move from total unpaid balances into specific invoices and families.

Aged debt is money owed for longer than your normal payment period. It helps your team distinguish normal invoice timing from balances that need active follow-up. The exact categories depend on your policy, but many teams review current, 1-30 days overdue, 31-60 days overdue, 61-90 days overdue, and older balances.

Do not treat every unpaid invoice the same. A brand-new invoice may simply be waiting for the parent to pay. A 90-day balance may need escalation, payment plan discussion, service pause, credit correction, or management review.

Go to Billing and find unpaid or overdue invoices. Use filters for date range, branch, family, invoice status, or balance if available. Start with the oldest balances and the largest amounts.

Use the invoice list to check due dates, amounts, and follow-up priority.

Open the invoice and confirm that the lesson lines, attendance, cancellations, credits, and payment attempts are correct. If the invoice is wrong, correct it before contacting the parent.

Expected outcome: every chase is based on a valid balance, not a stale or disputed invoice.

Prioritise by risk: older debt, repeated failed payments, large balances, families with continuing lessons, and parents who have not responded. Use consistent wording and record each follow-up attempt.

If the parent disputes the balance, review evidence before continuing collection. If the family needs a payment plan, record the agreement clearly. If lessons may need to pause, follow your organisation's policy and avoid surprising tutors or families.

The aged debt number looks too high: check whether draft, void, disputed, or recently paid invoices are included in the view.

A parent says the amount is wrong: review attendance, cancellations, credits, and any manual adjustments before replying.

Payments are not reducing debt: check whether payments are pending, failed, allocated to another invoice, or recorded externally but not reconciled.

Set a routine for debt review. Many teams review new failures daily and aged balances weekly. Use the same criteria every time so the team learns what needs immediate action and what can wait for normal payment timing.

Keep each follow-up note tied to the invoice or family balance it concerns. A useful note explains what was checked, what was sent, and what should happen next. Avoid vague notes like chased parent because they do not help the next admin decide whether to wait, remind, or escalate.

Review aged debt alongside revenue and attendance reports. If debt is rising while attendance is steady, the issue may be collection timing or payment method quality. If debt rises after many cancellations or no-shows, check whether cancellation policies and credits are being applied consistently.

If unpaid balances may affect whether lessons continue, follow a consistent policy. Tell the family clearly what needs to happen, tell the tutor only what they need to know operationally, and avoid discussing sensitive payment details with anyone who does not need them.

When sharing aged debt with owners or managers, summarise the total balance, oldest balances, largest balances, repeated failed-payment cases, and disputed invoices. Separate action required from background information so decisions are easy to make.

When a debt issue is resolved, make the outcome clear. Record whether the invoice was paid, credited, voided, refunded, written off, or replaced. This prevents the same balance being chased again later.

After reviewing aged debt, update payment follow-up notes, send reminders, correct any invoices that need credit or adjustment, and escalate persistent debt according to your policy.