Aging, coverage and unbilled checks

Money

Money

Some countries

Aging, coverage and unbilled checks

Three month-end questions, answered on screen.

The problemMoney slips through at both ends: invoices nobody has paid, and finished work nobody has billed.

The resultSee who owes what and for how long, which invoices no visit backs, and which visits no invoice bills.

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Example with sample data. Nothing here is real.

What you can do

  • See unpaid invoices grouped by how long they are past due, and open any group
  • Export the aging list to a CSV file
  • Find issued invoices that no visit backs, and link a visit to each
  • Rebuild the visits behind an invoice from its lines, with AI proposing and you confirming
  • See every finished visit that no invoice bills, grouped by customer
  • Create one draft invoice per customer from the visits that are ready

How it works

  1. Who owes what

    Aging groups the unpaid invoices into Current, 31 to 60, 61 to 90 and over 90 days past due. Tap a bar to list the invoices in it, and export the view to CSV for a call list.

  2. Invoices without a visit

    Coverage lists issued invoices in a date window that no visit backs, uncovered ones first. Link an existing visit to the invoice, or let AI propose the visits from the invoice lines and confirm them.

  3. Visits without an invoice

    Unbilled lists confirmed and completed visits that no invoice bills. Tick the ones that are ready and choose Create invoices: you get one draft per customer, and each visit is marked so it cannot be billed twice.

Who can use it

Owners, Admins, Managers and Accountants can use this.

Available in the countries where Heyva supports it.

Reading these pages needs the permission to view invoices, and creating invoices from Unbilled also needs the permission to create them. By default Owners, Admins and Accountants can do both, and Managers can look.

Ask Heyva AI

  • Which invoices are more than 60 days late?

  • Which visits are not billed yet?

  • Which invoices have no visit behind them?

Questions

What does Current mean in the aging bars?
Invoices that are not yet due or are up to 30 days past due. The other bars count the days past the due date: 31 to 60, 61 to 90 and over 90.
Why is a visit not ready to bill?
Unbilled says why next to each visit. No customer or no price means the visit needs fixing first, Quote first means the service is quoted rather than priced, and Covered by contract means the customer pays a recurring fee instead. Visits already billed show only if you ask to see the settled ones.
Does Create invoices send anything to the customer?
No. It creates draft invoices, one per customer, for you to check and post. The visits it takes in are marked so they cannot be billed a second time.
What does Review with AI do on the Unbilled page?
It proposes which visits to bill, which already belong to an invoice that bills no visit, and which need your input. It only proposes: nothing changes until you apply a proposal, and it stops and asks rather than guess.
How far back do Coverage and Unbilled look?
The last 90 days by default. Change the from and to dates to look further back before you conclude that nothing is missing.
How is this different from To review?
To review holds drafts Heyva already prepared for finished visits. Unbilled holds the visits that have no invoice at all, for example because drafting was off, or because the draft was thrown away.

In more detail

Run the three checks together at month end. Each one answers a different question, so a clean result on all three means nothing is owed to you that you have not billed, and nothing was billed that you did not do.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_invoice_aging_analysis
  • heyva_invoice_coverage
  • heyva_unbilled_visits
  • heyva_link_appointment_invoice
  • heyva_list_invoice_link_candidates
  • heyva_extract_appointments_from_invoice
  • heyva_invoice_appointments

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Last reviewed 31 October 2026