Credit control reports that update in real time from your Xero data

Summary

• The short answer: If you export from Xero, the data is static. If you stay inside Xero, your data views are limited. A connected tool updates as Xero updates, filters on any field, and delivers reports to whoever needs them.
• Why it matters: the useful credit control questions are about what’s changing and a static snapshot or limited view can’t answer them.
• What Xero can and can’t do: Xero has the data and the aged receivables report. It has no memory of last week’s position, no saved custom views, and no way to send a report to someone without a Xero login.
• How Trove does it: Trove connects to Xero over webhooks, so reports reflect the current position. You build a view once, filter it however you like, and schedule it to any email address.
• Where to start: pick the report that answers the question you’re asked most often. The three below cover the ones that come up most.

Credit reporting in Xero and its limitations

The aged receivables report is the most useful Xero report and we’ve written a full guide to reading your Xero aged receivables report. It tells you who owes what and how old each invoice is.

However it does have limitations:

• It’s a monthly snapshot which means it doesn’t show you what has changed since last week
• It cannot be edited so the data included by default is the data you’re stuck with
• It cannot be sent to yourself or a colleague on a regular schedule

Those three gaps are what these articles cover.

Track which customer’s overdue balance is growing weekly

Xero’s native aged debtors report ranks customers by the size of their debt and how old it is. However, this does not tell you which customers are deteriorating on a weekly basis.

Sorting by the week-on-week change in debt gives you much faster insight into which customers may need additional attention. This is how to spot the customers whose overdue balance is growing.

Build a custom debtors report off specific Xero data

Here’s a common workflow: export data tables from Xero, tidy them in Excel and then update your spreadsheet with new data the following month. If this sounds familiar, you can automate the work by replacing the debtor spreadsheet you rebuild every week with a tool synced to Xero.

Send a regular debtors report to members of your team

Sales, partners and project managers all want to know whether a client has paid. A scheduled report means they have direct visibility into what’s going on without asking you. You can take the reporting work off your plate by giving your team visibility into overdue invoices through a dedicated tool.

Is it worth getting a standalone credit control tool?

If you are spending more than an hour a week preparing reports, that’s an hour less spent chasing overdue invoices. A standalone credit control tool can give the right people on the team instant visibility into which customers are becoming a liability.

If this is something you need for your board, your colleagues or just your own peace of mind, it’s a worthwhile investment.

FAQ

Can Xero build custom reports on overdue invoices?

Xero gives you the aged receivables report and lets you sort and export it. It doesn’t let you save a custom filtered view and return to it, and it won’t compare this week’s position to last week’s.

Do Trove reports update automatically?

Yes. The Xero connection runs on webhooks, so when an invoice is raised or a payment is allocated in Xero, the report reflects it straight away.

Can I send a report to someone who doesn’t use Xero?

Yes. You enter their email address and pick a frequency. They get the figures in an email with a link to the live view, and they don’t need a Xero or Trove login.

What can I filter a report on?

Anything you already hold in Xero: days overdue, customer, contact group, amount outstanding, invoice reference, date raised, due date, plus Trove fields like chase stage, assigned owner and the change in balance week on week.