Introduction:
The Past Due Balance Report provides gym staff, finance teams, and collections agents with a clear, accurate, and actionable list of all members who have an overdue balance greater than $0.01. This report ensures that outreach and collection efforts are focused on genuinely overdue accounts, eliminating the confusion caused by outdated or incorrect outstanding balance calculations.
By leveraging the most up-to-date billing data and payment history, staff can quickly identify problem accounts, understand the context behind missed payments, and take the appropriate follow-up actions to improve collections.
Description:
| Column | Description |
| Contact Name | Full name of the member or billing contact |
| Relationship | Member’s account status (Lead, Client, Exited) |
| Phone Number | Primary contact number |
| Primary email address | |
| Days Past Due | Number of days since the oldest overdue invoice |
| Past Due Balance | Total overdue amount |
| Payment Last Decline Date | Date of the most recent failed payment |
| Payment Decline Code | Processor’s failure code for the last declined payment |
| Payment Decline Reason | Human-readable explanation for the decline |
Key Uses:
- Identify Overdue Accounts
- Quickly view all members with past due balances above $0.01.
- Ensure accounts with unpaid invoices that are not yet due are excluded to avoid false positives.
Prioritize Collections Efforts
Use Days Past Due to target the most delinquent accounts first.
Combine with Payment Decline Date and Decline Code to determine likelihood of recovery.
Understand Payment Failures
Review Payment Decline Reason for insight into why payments failed (e.g., insufficient funds, expired card, processor issues).
Identify trends and take preventative measures to reduce future failures.
Streamline Outreach
Contact members directly from the provided Phone Number or Email columns.
Filter by Relationship (Lead, Client, Exited) to tailor communication style and urgency.
Export for Action Plans
Use the Export to CSV feature to share overdue account lists with collections staff or integrate into external follow-up systems.