Case Study
Aged Receivables From 120+ Days to Under 30
Gardening services business · QuickBooks Online
Both ledgers were drifting. A misconfigured bank and payment integration left income sitting in Undeposited Funds, bills were paid from that same balance without approval, and supplier statements were never reconciled. Aged receivables came down from 120+ days to under 30, with an accurate supplier position at last.
THE PROBLEM
A gardening services business running on QuickBooks had both ledgers drifting. The bank and payment integration had been set up wrong, so income was landing in Undeposited Funds and sitting there. Bills were being marked as paid out of that same Undeposited Funds balance, often without going through approval, and supplier statements were never being reconciled against what the file said was owed.
The result was a balance sheet carrying an Undeposited Funds balance that should not have existed, an aged receivables report nobody trusted, and no reliable picture of what was actually owed to suppliers.
WHAT I DID
Fixed the integration first, so receipts posted where they belonged instead of collecting in Undeposited Funds, then cleared the historic balance.
On payables: rebuilt supplier reconciliation, matched every bill back to the supplier statement, corrected the ones that had been marked paid incorrectly, and put a proper approval step before payment. On receivables: invoices issued and receipts applied as they came in, with the aging reviewed weekly instead of at month end.
THE OUTCOME
Aged receivables came down from 120+ days to under 30. The supplier position became accurate for the first time, so the client could see what was genuinely due and when, instead of guessing from a balance that included payments that had never really cleared.
Both ledgers owned end to end, closed monthly.
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