Playbooks/ Last updated: 2026-09-29

Playbook: supplier bills fall due before customers pay

The situation

October is heavy. Battery cells from ElectroParts KR, electronics from Shenzhen Precision and parts from Baltic Components all fall due within weeks — and one Shenzhen bill is already overdue. On the other side, Falcon Robotics owes you more than half of your receivables and is past due.

This playbook answers three questions, in this order:

What do we owe, to whom, and when?
How big is the gap between what falls due and what comes in?
Who are we waiting for?

The screenshots come from the Otiox demo workspace. To follow along, choose Switch to demo in the sidebar — changes there never touch your live data.

Step 1 — See every bill by due date

Go to Finance → Accounting → Payables. The top of the page shows what is due today, due in 7 days, overdue and the total unpaid. Below it, every supplier bill is listed with its amount, document date, due date, paid amount and status.

Accounts payable: due today, due in 7 days, overdue and total unpaid, with every bill below

In the demo, $47,600 is unpaid across five bills, and $3,200 is already overdue.

Step 2 — Read the aging by vendor

Open Aging Report. Payables are grouped by vendor into current, 1–30, 31–60, 61–90 and 90+ days.

The payables aging report by vendor, with CSV and PDF export

The overdue $3,200 belongs to Shenzhen Precision, the supplier of your PCBs. Export the report to CSV or PDF if finance needs it outside Otiox.

Step 3 — Pay the overdue supplier first

Back on Payables List, choose Pay on the overdue bill. Enter the amount — all of it, or part — the payment date and a note.

Recording the payment to Shenzhen Precision: amount, date and notes

The payable's paid amount and status update, and it leaves the overdue total.

Step 4 — Check the 30-day gap

Open Predictive Insights, choose Run prediction scan and filter by Cash-flow shortfall.

Cash-flow shortfall: payables due within 30 days, receivables expected, and the gap with its date

The engine adds up the payables due in the next 30 days — $21,800 — and the receivables expected in the same window, including overdue invoices — $13,976. The result is a $7,824 shortfall by October 10, the date of the first bill that can't be covered. Decision Synthesis lists the options: collect overdue invoices, postpone non-critical payments, or arrange short-term financing.

The warning uses payables and receivables, not your bank balance. It tells you how far apart the two are, and from when.

Step 5 — Find who you are waiting for

Filter by AR concentration → cash single point of failure.

Receivables concentration: one customer holds 52% of receivables and is past due

Falcon Robotics owes $10,476 — 52% of all receivables — and is past due. Collecting it covers most of the gap. Mark the finding as done once the collection call is made, so the team knows it is handled.

What you have at the end

Every supplier bill in one list, by due date and by vendor.

The overdue supplier paid before shipments stop.
The gap between payables and receivables as an amount and a date.
The customer you depend on most, identified — and called.