AI Agents for Acumatica
Receivables
Chasing the ageing while the unbilled balance grows is working the smaller number, and the smaller number is harder to collect.
- Acumatica is widely used where the invoice comes from project activity, so unbilled work is the biggest receivables number and it appears in no ageing.
- In a worked review, 459,000 was billable today and simply not invoiced, against 640,000 overdue that the team chased weekly.
- The unbilled number converts to cash faster, because nobody has to be persuaded. It needs a billing run rather than a phone call.
- Apply cash at project and task level. Clearing a receipt against the wrong project misstates project profitability, which is the number the business runs on.
- A credit limit tested against invoiced balance alone permits unlimited unbilled work against a customer already at their limit.
AI agents for Acumatica accounts receivable report unbilled entitlement alongside the ageing, apply cash at project and task level, and measure credit exposure as invoiced plus unbilled plus committed. ChatFin proposes applications and raises no invoice itself.
The reason to start with unbilled rather than overdue is that on a project business it is usually the larger number and it collects faster. Time approved and not billed, milestones reached with no invoice raised, and retention entitlements never claimed are all revenue the business has earned and not asked for. None of it appears in a receivables review.
On Acumatica a lot of revenue is billed from projects
Acumatica is widely used by construction, field service and professional services businesses, where the invoice is generated from project activity rather than from a price list. That makes unbilled work the biggest receivables number and it does not appear in an ageing at all.
| What is in the ageing | What is not |
|---|---|
| Invoices raised and unpaid | Cost incurred and not yet billed |
| Overdue balances | Billable time never approved for billing |
| Disputed invoices | Milestones reached with no invoice raised |
| Retentions once invoiced | Retention entitlements not yet claimed |
The right hand column is usually larger than the left, and none of it is visible to anyone reviewing receivables. Chasing the ageing while the unbilled balance grows is working the smaller number.
ChatFin reports unbilled entitlement alongside the ageing, because on a project business the receivable that was never raised is the bigger one.
A worked review, ageing against unbilled
A services business reviews 640,000 of overdue receivables every month. The unbilled position is reviewed quarterly, if at all.
| Position | Amount | Reviewed how often | Recoverable |
|---|---|---|---|
| Overdue invoices | 640,000 | Weekly | Mostly, it is already billed |
| Time approved, not billed | 318,000 | Quarterly | Yes, immediately |
| Time not yet approved for billing | 204,000 | Never | Yes, once approved |
| Milestones reached, no invoice | 141,000 | Never | Yes, immediately |
| Cost with no billing basis | 96,000 | Never | Commercial question |
Four hundred and fifty nine thousand is billable today and simply has not been invoiced. That is more than two thirds of the overdue balance the team spends its week chasing, and it needs a billing run rather than a phone call.
Applying cash against project invoices
The mechanics are ordinary. What matters on Acumatica is that the application has to reach the right project and task, not just the right customer.
Match on the customer's own reference first
Their purchase order or contract number, which is on the invoice only if billing put it there.
Apply to the project the invoice belongs to
Clearing a receipt against the wrong project misstates project profitability, which is the number the business runs on.
Hold retention deductions separately
A payment short by exactly the retention percentage is not a short payment and treating it as one wastes everyone's time.
Name any other difference by cause
A credit already taken, a settlement discount, a contra charge, or a currency difference.
ChatFin proposes the application at project and task level and leaves anything it cannot support unapplied with the reason stated.
Credit exposure on a project business
The invoiced balance understates exposure when work is in progress. The real position includes what has been done and not billed.
Where this underperforms on Acumatica
Three.
ChatFin reports the share of projects it could read a billing basis for before it reports an unbilled figure. A partial entitlement review looks complete.
Deeper in Acumatica receivables
Three use cases sit under this hub, in build and shown rather than linked.
Worked on this page
AR inbox automation · Open AR analysis · Bank payment to open invoice matching
Covered as sections here
Unbilled work in progress · Project billing · Cash application · Retention · Credit exposure · Collections
Questions Acumatica receivables teams ask first
What is missing from an Acumatica receivables review?
Everything that was never invoiced. An ageing shows invoices raised and unpaid. It does not show cost incurred and not yet billed, time approved but not billed, milestones reached with no invoice, or retention entitlements not yet claimed. In a worked review that unbilled column was 459,000 against 640,000 overdue, and it converts to cash faster because nobody has to be persuaded to pay it.
Why does it matter which project a receipt is applied to?
Because project profitability is the number the business runs on, and applying a receipt to the wrong project misstates it. The customer balance is right either way, so nothing looks wrong. ChatFin proposes the application at project and task level and leaves anything it cannot support unapplied with the reason stated rather than clearing a queue.
How should credit exposure be measured on a project business?
Invoiced plus unbilled plus committed. A credit limit tested against the invoiced balance alone permits unlimited unbilled work against a customer already at their limit, which is the opposite of a control. On a project business the full figure is routinely double the one the credit check uses.
Raise the invoice before you chase the one you raised.
ChatFin reports unbilled entitlement alongside the ageing, separating time approved and not billed, milestones with no invoice, and retention not yet claimed.
Cash is applied at project and task level, retention deductions are held separately, and ChatFin raises nothing itself.
Bring one project portfolio. The unbilled report takes an hour.
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Bring one project portfolio.
We will produce the unbilled entitlement report through ChatFin and set it beside your ageing, so you can see which number is bigger.