Sage 100 Contractor Aging Report: How to Run and Export It

Late money is the default in B2B, and construction feels it more than most. Atradius found that 43% of the value of B2B sales in the United States was overdue in 2025, and Credit Pulse's 2026 DSO benchmarks put a typical construction company at 72 days to collect on net 30 terms. If your company runs on Sage 100 Contractor, the report that shows where that money is sitting is the receivable aging report, and it behaves differently from the aging report in a general ledger package in one way every contractor should understand before they chase anyone: retention is not in it. This guide covers how to run the report, which of the ten versions to pick, how to get it into Excel on a schedule, and how to turn it into a list your team works.

To run the aging report in Sage 100 Contractor, open 3-1-3 Receivable Aging from the Accounts Receivable menu, choose report 21, AR Invoice Aging, enter your selection criteria, and click Preview report on screen. To export it, click Send report data to Excel on the Report Printing toolbar. Retention is excluded from the aging until you release it.

This is the sixth guide in our ERP export series. If you run a different system, start with the QuickBooks version of this guide, or read the Sage Intacct version or the Business Central version.

What Is the Aging Report in Sage 100 Contractor?

The aging report lists what each client owes you, grouped by how long each receivable invoice has been open. In Sage 100 Contractor it is not one report but a family of ten, all found in the 3-1-3 Receivable Aging window. Sage's list of accounts receivable reports names them, and the differences matter.

The invoice aging reports

Report 21, AR Invoice Aging, is the standard one: every open receivable invoice, aged, with totals by client. Report 26 is the same data laid out in landscape. Both are locked system reports, so you cannot edit their form design, which is useful, because it means everyone on your team is looking at the same layout.

The job aging reports

Reports 31 through 37 are Job Current Aging and reports 41 through 47 are Job Period Aging, each with alphabetical and landscape variants. These roll the same receivables up by job instead of by invoice. A project manager asking "what is still owed on the hospital job" wants a job aging report. A collector deciding who to call today wants the invoice aging report, because clients pay invoices, not jobs.

Why retention is missing, on purpose

This is the part that surprises people coming from other systems. When you post a receivable invoice with retention, Sage 100 Contractor declares the gross amount as income but bills the client only the net, gross minus retention. Sage's retention documentation is explicit: the program does not include retention in the invoice aging, and does not apply finance charges to it. Retention re-enters the picture only when you release it, either invoice by invoice or for the whole job, and then send the client a statement.

For collections, that design is correct. Retention held under a contract is not a late payment, and it has no place on a call list until its release conditions are met. The risk runs the other way: released retention that nobody bills. If your team releases retention at substantial completion and then waits for the client to notice, that money ages in the report like any other invoice, and it deserves the same follow-up. Our guide to retainage and construction DSO covers how to keep that release from stalling.

How Do You Run the Aging Report?

Running the report takes a minute once you know the window.

Open the Receivable Aging window

From the Accounts Receivable menu, open 3-1-3 Receivable Aging. The window that opens is a Report Printing window preloaded with the aging reports. You will see the same kind of window when you click Print Records from almost anywhere in the program, because Sage 100 Contractor opens a report window matched to the area you are working in.

Pick the report and the form

On the Report Criteria tab, click the report you want, usually report 21, AR Invoice Aging. Then choose the Report Form from the drop-down list. Custom versions your team has saved appear tagged as Private, Shared, or Company, which tells you who can see them.

Enter the selection criteria

The selection criteria narrow the report to what you need: a range of clients, a range of jobs, a status, a date. Leave them open for the full book. Narrow them when you are building a list for one collector or one project manager. Sage's report printing documentation walks through the criteria tab and the printer settings in full.

Preview and drill down

Click Preview report on screen, the magnifying glass on the toolbar. The report opens in print preview, and where the data supports it you can drill down: when your cursor becomes a magnifying glass with a red circle, double-click the row to open the detail behind it. That is the fastest way to check a surprising balance before anyone calls the client about it.

Which Route Gets the Aging Data Out of Sage 100 Contractor?

The Report Printing toolbar gives you several ways out, and the right one depends on who the file is for.

Send report data to Excel

With the report selected, click Send report data to Excel. Excel opens with a new worksheet holding the report. Sage's Excel export documentation lists what comes across: the company name, report title, selection criteria, column headers, labels, data, formulas, your user name, the report number, and the date and time. Graphics, lines, boxes, and pagination do not. Two things stop an export cold: missing access rights to any data the report includes, and a machine without Microsoft Excel's object library. If the button does nothing, check those first.

Schedule it so it arrives on its own

Click Schedule this report on the toolbar, or choose Scheduling from the File menu. Under Output Options pick Printer/File, Fax, or Email; set a time of day; and choose Daily, Weekly, Bi-weekly, or Monthly. Sage's scheduling documentation flags two traps. The schedule needs a valid Windows user ID and password, and if the password is wrong or later changes, the report simply does not run and nobody is notified. And a scheduled report will not run while the company data is opened exclusively. Edits and deletions happen only in 7-5 Scheduled Reports Manager, not in the Report Printing window.

A weekly aging report emailed to your controller and your collector every Monday at seven removes the one step that most often does not happen.

Save your defaults

Once the report, form, and criteria are right, choose Save Defaults from the Default menu. Sage 100 Contractor saves them to your user name, so the next time you open the window the report you use is already selected.

Which Report Should a Collections Team Actually Work From?

The aging report tells you who owes what. It does not tell a collector what to say. Two other reports in the same menu do more of that work.

The A/R Aged Call Sheet

The 3-1-5 Receivable Call Sheet window holds the A/R Call Sheet and the A/R Aged Call Sheet, with variants that add invoice detail, client notes, and job notes. For a collector, the aged call sheet with invoice detail and client notes is often the better working document than the aging report itself: the balance, the invoices, and the last conversation on one page. Print it, or send it to Excel the same way.

Overdue Receivable Reminders

The 3-1-9 Overdue Receivable Reminders report produces reminder letters for past due invoices. It is useful for a first touch on small balances. It is not a follow-up process on its own, because a letter nobody follows with a call is easy to ignore.

The job statements

The 3-4 Statements window produces job, client service, client contract, and combined statements. When you release retention, the statement is how the client learns the money is now due, so send it the same day.

What Do You Do With the Export?

An aging report nobody acts on is a spreadsheet. The export earns its keep when it drives a next touch on every overdue account.

Build the worklist

Take the Excel export and sort by age, then by amount within each bucket. Collapse it by client before anyone picks up the phone, so one conversation covers every open invoice on a general contractor's account rather than three calls from three people. Set a floor so nobody spends an hour chasing a small balance, and add a column for the last contact date.

Keep retention on its own tab

Because Sage 100 Contractor keeps unreleased retention out of the aging, the export is already clean of it. Keep a separate tab of released retention by job, with the release date and the statement date, so the largest single payments of the project do not quietly become your oldest receivables.

Assign an action to every bucket

Recently past due gets a polite reminder, and automated is fine. The middle buckets get a reminder plus a call on the larger balances. Past sixty days, the conversation is about a payment plan or an escalation decision, and the payment recovery playbook has the scripts for each stage. Log every promise to pay with a date, and rerun the report weekly so a client cannot drift a whole bucket between reads. Our guide to collections software for construction contractors covers how trades teams run this cadence across dozens of general contractors at once.

Or hand the list to an agent that works it

This is exactly the file Abivo works from. Kate, Abivo's AI agent, takes the aging export and works every overdue account by email, text, and phone, keeping track of each promise to pay and following up when the date passes. She escalates to your team when a client disputes an invoice, negotiates, or needs a judgment call, so the routine follow-up stops depending on anyone's free afternoon and Sage 100 Contractor stays your system of record. We work with contractors across construction and field services. Get started at https://arcollects.com/sign-up/get-started

Curious what this sounds like in practice? Here's a 98-second sample call: https://arcollects.com/#live-demo

Practical Takeaways for Sage 100 Contractor Users

Open 3-1-3 Receivable Aging and use report 21, AR Invoice Aging, for collections, and the job aging reports for project reviews. Preview on screen and drill down before you call anyone about a surprising balance. Send the report to Excel for a working file, and schedule it weekly so it arrives without anyone remembering, with a Windows password that will not silently expire. Remember that unreleased retention is not in the aging by design, and track released retention on its own tab until it is paid. Work from the A/R Aged Call Sheet when a collector needs notes and invoices on one page, and give every bucket an owner and a next date.

FAQ

Where is the aging report in Sage 100 Contractor?

Open 3-1-3 Receivable Aging from the Accounts Receivable menu. The window lists ten aging reports; report 21, AR Invoice Aging, is the standard invoice aging report, and the job aging reports roll the same balances up by job.

How do I export the Sage 100 Contractor aging report to Excel?

Select the report in the Report Printing window and click Send report data to Excel on the toolbar. Excel opens a new worksheet with the report data, selection criteria, column headers, and formulas. Microsoft Excel must be installed on the same machine.

Why doesn't retention show on my aging report?

Sage 100 Contractor declares retention as income when the invoice posts but bills the client only the net amount, so retention is not yet due. The program keeps it out of the invoice aging and does not apply finance charges to it until you release it.

Can Sage 100 Contractor email the aging report automatically?

Yes. From the Report Printing window, click Schedule this report, choose Email under Output Options, and set a daily, weekly, bi-weekly, or monthly frequency. The schedule needs a valid Windows user ID and password, and you edit or delete it in 7-5 Scheduled Reports Manager.

Which report is best for collections calls?

The A/R Aged Call Sheet in 3-1-5 Receivable Call Sheet, in the version with invoice detail and client notes, puts the aged balance, the open invoices, and the last conversation on one page. Use it alongside the aging report rather than instead of it.