The CRM Balance Details report breaks a customer's balance down into the individual transactions that make it up — each invoice, statement charge, unapplied payment, and refund, with its own aging bucket. Where an aging report tells you a customer owes you money, Balance Details tells you exactly which items that balance is made of.
This article assumes you already know the basics of the Sharper reporting module — the Name, Token, Subtotal, column picker, and filter fields. For a full walkthrough of the reporting form itself, see the Sharper Reporting Reference Guide. This article only covers what's specific to Balance Details.
Why This Report Matters
Collections work is much easier when you can see what is actually outstanding rather than a single total. A customer showing a balance of $2,400 might have one badly overdue invoice, or four current ones, or an overdue charge partly offset by a payment nobody applied — and the right conversation is different in each case. Use this report to:
Work a collections list from oldest debt down, item by item
See a customer's outstanding items before calling them, so you can name the invoice
Find unapplied payments that are inflating a customer's apparent balance
Reconcile a customer's account when they dispute the total
Balance Details vs the A/R Aging Report
These two answer related questions and are easy to confuse, so it is worth being clear about which you want:
Use | When you want |
The shipped Sharper Customer A/R report | One line per customer, with their total owed split across aging buckets — the classic aging summary you would hand to an owner or take into a collections meeting |
CRM Balance Details | One line per transaction, showing which invoices, charges, payments, and refunds make up that customer's balance |
Both age the same way, so the totals should agree. Start with the aging report to find who owes you, then use Balance Details to see what they owe it on. Running an A/R aging report is covered in its own article.
How the Aging Buckets Work
Every transaction lands in exactly one bucket, and the other bucket columns show zero for that row. Buckets are calculated as of the moment you run the report, from the item's due date — not the date it was invoiced. Payments and refunds age from their own transaction date instead, since they have no due date.
Column | Contains |
Current Balance | Items that are not yet due — the due date is still in the future. This is money owed to you but not late. |
30 Day Balance | Due between today and 30 days ago |
60 Day Balance | Due 31 to 60 days ago |
90 Day Balance | Due 61 to 90 days ago |
Over 90 Day Balance | Due more than 90 days ago — your worst debt |
Balance | The item's outstanding amount, whichever bucket it falls in |
Current Balance does not mean "the current total." It means "not yet due." A customer with everything in Current owes you nothing overdue; a customer with a large Current figure and nothing elsewhere is entirely up to date. Reading Current as the running total is the most common misinterpretation of this report — the whole balance is the Balance column.
What Counts as a Transaction
The Transaction Type column tells you what each row is. There are four:
Invoice — an invoice with an amount still outstanding
Statement — a statement charge
Remittance — a payment that has not been fully applied to anything. Fully applied payments do not appear, so any Remittance row is money sitting unallocated.
Refund — a refund issued to the customer
Note: Customers with no outstanding transactions still appear in the report, with empty transaction columns and zero balances. If you only want customers who owe you something, filter on Balance greater than 0 — otherwise your collections list will be padded with everyone who is square with you.
Building a Balance Details Report
Go to Reports → CRM → Balance Details in the left sidebar.
If a shipped report is close to what you need, use the ⋯ menu → Copy first — shipped reports can only be edited by the Sharper team.
Otherwise click + New and give it a Name, such as "Collections Working List."
Add the columns below, including Transaction Type and the bucket columns you want.
Set Subtotal to Balance so the report totals what is outstanding.
Turn on All Outlets if a customer may owe money at more than one of your locations.
Click Save, then Get Report to run it.
Recommended Columns
Field | What It Shows |
Customer Name, Cust Email, Cust Phone | Who owes it, and how to reach them — the practical core of a collections list |
Transaction Type | Invoice, Statement, Remittance, or Refund — include it always |
Transaction ID | The reference to quote to the customer, or to look the item up by |
Transaction Date | The date the aging is measured from — the due date for invoices and statement charges |
Balance | The outstanding amount on this item — the column to subtotal |
Current / 30 / 60 / 90 / Over 90 Day Balance | The aging buckets described above |
Booking Type | Which kind of booking the charge relates to, where it came from a reservation |
Cust Has Default Payment | Whether a payment method is saved on the account — a debtor with a card on file is often a one-click fix rather than a collections case |
Cust Type, Cust Active | Customer classification, and whether the account is still active |
Cust Address 1, Cust City, Cust State, Cust Zip | Mailing details, if you send written notices |
Useful Filters
On the Report Run page (after clicking Get Report), add filter rows for the list you want to work:
Outstanding items only: Field Balance, operator >, value 0. Apply this to almost any Balance Details report.
Seriously overdue debt: Field Over 90 Day Balance, operator >, value 0.
Unapplied payments to clear up: Field Transaction Type, set to Remittance.
Invoices only, excluding payments and refunds: Field Transaction Type, set to Invoice.
Debtors you can charge immediately: Balance greater than 0 And Cust Has Default Payment set to Yes.
One customer's full account: Field Customer Name, set to the customer, with no balance filter — this shows charges and payments together.
A saved report filtered to Balance greater than 0, sorted by Over 90 Day Balance descending, puts your worst debt at the top and is the most useful single view for routine collections work.