Accounts Receivable / Client Invoices Account
Overview
Accounts receivable is the money that clients owe you for work you've completed or services you've delivered, but haven't been paid for yet. In Quicken Business & Personal, this is tracked in your Client Invoices account, located under Business Payments in your accounts list.
Understanding and tracking your Client Invoices is crucial for managing your business's financial health. When you complete work but haven't been paid yet, you have income on paper but no cash in hand—this creates a gap between your business performance and your available money. By tracking what clients owe you, you can better predict when money will arrive, identify payment problems early, and make smarter decisions about taking on new work or managing expenses. You'll need this when you invoice clients after completing work, offer payment terms (like "Net 30 days"), or want to understand why your business seems profitable but you're still cash-strapped.
⚠️ Important: The Client Invoices account is a tracking tool, not an actual bank account. It shows money you expect to receive, but it's not cash you can spend right now.
🔍 What's Your Situation?
📋 Scenario 1: Service-Based Business with Payment Delays
You're a consultant who invoices after completing projects, but clients typically pay 2-4 weeks later. You need to track who owes what and when payments should arrive.Example: Sarah, marketing consultant, completes a $5,000 project and sends an invoice. She needs to track this outstanding amount and follow up if payment is late.
💰 Scenario 2: Managing Cash Flow with Multiple Clients
You have several active clients with different payment schedules and need to predict when money will come in to plan expenses and new projects. Example: Tom, handyman, has $8,000 in outstanding invoices from various jobs. He needs to know which payments to expect this month before scheduling new work.
📈 Scenario 3: Partial Payments and Deposits
You receive deposits upfront or partial payments, and need to track what's still owed on each project. Example: Lisa, freelance designer, receives a $2,000 deposit on a $6,000 project. She needs to track that $4,000 is still owed when the work is complete.
🔍 Scenario 4: Identifying Problem Clients
You want to spot clients who consistently pay late so you can adjust your payment terms or collection efforts. Example: Mike, IT consultant, notices certain clients always pay 60+ days late, affecting his cash flow planning.
How Client Invoices Work in Quicken Business & Personal
When you create and send an invoice:
The invoice amount is added to your Client Invoices balance
This represents money you expect to receive (but don't have yet)
When you record a client payment:
Your Client Invoices balance decreases by the payment amount
Your bank account balance increases when you deposit the payment
The "owed money" becomes "actual money" in your accounts
Understanding Your Client Invoices Balance:
✅ Positive Balance (Normal) Shows outstanding invoices waiting for payment. This is typical and expected.
⚠️ Negative Balance (Needs Attention) Usually means:
Clients have overpaid
You've received deposits for future work
Credits have been applied You can apply these credits to future invoices or issue refunds.
Key Benefits of Tracking Client Invoices
💡 Cash Flow Planning Know when money is coming in so you can:
Plan major expenses around expected payments
Avoid cash shortages by timing your spending
Decide whether you can afford new equipment or hiring
📊 Payment Monitoring Stay on top of your money by:
Seeing exactly who owes you what amount
Identifying overdue invoices before they become serious problems
Tracking payment patterns to spot consistently late-paying clients
🎯 Business Decision Making Make smarter choices about:
Whether to take on new projects based on expected income
When to follow up on late payments
Whether you need a business line of credit for gaps
📋 Professional Record Keeping Maintain organized books for:
Tax preparation and deductions
Business loan applications
Potential business sale or partnership discussions
Tools for Managing Your Client Invoices
Business Dashboard
View outstanding invoices and payment trends at a glance
See your total accounts receivable balance quickly
Cash Flow Reports
See when payments are expected to arrive
Plan your monthly cash flow based on invoice due dates
Performance Tracking
Monitor which clients pay on time vs. late
Identify patterns in payment behavior
Custom Reports
Generate detailed analysis of outstanding invoices
Create aging reports to see how long invoices have been unpaid
💡 Best Practices for Client Invoices
Regular Monitoring
Review your Client Invoices balance weekly to catch payment delays early
Generate aging reports monthly to identify which invoices need follow-up
Track payment patterns to identify problem clients
Proactive Management
Follow up promptly on overdue invoices to improve collection rates
Establish clear payment terms upfront (Net 15, Net 30, etc.)
Consider requiring deposits from new or slow-paying clients
Cash Flow Planning
Don't count unpaid invoices as available cash for spending decisions
Plan expenses around realistic payment timelines, not invoice due dates
Maintain a cash reserve to cover gaps between invoicing and payment
Record Keeping
Keep detailed invoice records including dates sent and payment terms
Document payment follow-up efforts for potential collection issues
Reconcile regularly to ensure your Client Invoices balance is accurate