XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks Online
Country Restriction: All supported countries
Risk Type: Cash Flow Risk
Business Function: Sales
Overview
The "Grouped Overdue Invoices outside normal Behaviour" XBert gathers your long-overdue customer invoices into a single monthly digest, so older unpaid items can be reviewed together. It helps you prioritise overdue collections across several customers where the risk of late payment is high, before those amounts turn into bad debts.
What it does
This XBert scans your unpaid customer invoices and finds the ones that are well overdue. Instead of raising a separate alert for every overdue invoice, it groups them by the month they were due into one tidy alert. Each group shows how many invoices are involved, how many different customers they belong to, and the total amount still owing.
How it works
XBert builds the monthly digest using the following approach:
It includes unpaid invoices that are more than 90 days overdue.
It ignores abandoned or historical debt — invoices overdue by more than around two years (730 days) are left out, as these are usually known long-term items rather than something to action now.
It suppresses normal-for-that-customer items — if a customer's own usual payment history is already slow (a median of 90 days or more), their overdue invoices are treated as normal for them and are not included.
It leaves out duplicates already flagged elsewhere — for example, an invoice that has also been picked up as a duplicate bank transaction is not counted again here.
It then groups the remaining invoices by month into a single alert. The headline total is based on the outstanding balance still owing, not the gross invoice amount, so partially-paid invoices are not over-stated. Where invoices are in different currencies, the values are converted to your organisation's base currency so the total is consistent.
In short, several invoices more than 90 days overdue from the same period are bundled together so you can review and chase them in one place.
Example/Use Case
Priya runs a small design studio. Over the past few months, five invoices have drifted well past their due dates — three customers in total, with the largest, a $3,200 invoice to Harbourline Cafe, now more than 120 days overdue. Rather than surfacing five separate alerts, XBert gathers them into one monthly digest showing five overdue invoices across three customers, totalling $7,450 still owing. Priya reviews the group, confirms the payments truly haven't arrived, and sends a round of follow-up requests — recovering the bulk of the money before any of it becomes a bad debt.
Accounting software
This XBert runs on all major supported accounting platforms, including Xero, MYOB and QuickBooks Online.
Which countries it supports
All supported countries.
Processes
This alert falls under the Sales (Accounts Receivable) business area and helps protect your cash flow by addressing overdue amounts collectively. To resolve it:
Make sure your bank reconciliation is up to date to confirm payment hasn't already been received and simply not recorded.
Contact each customer with an overdue invoice and request payment or a clear commitment to pay.
If a customer can't pay in full, negotiate a part payment or an instalment plan.
Consider tightening credit terms for repeatedly late customers, or requiring upfront payment in future.
Set up automated invoice reminders in your accounting software to help prevent future late payments.
Once each invoice has been actioned or recorded as paid, mark the XBert as resolved.