Open items and overdue invoices

Overview

Open items (outstanding receivables) and overdue invoices are the part of the lead-to-cash flow where work has been delivered but not yet paid: customer → lead → deal → quote → order → invoice → open items → payment. An invoice is the claim document; the open-item status shows how much of it is still outstanding.

In Ottili HQ (Business Hub), invoices, open items and payments share the same company-scoped data model as deals, quotes and orders. An invoice is typically created from an order (or a quote, milestone, subscription or approved manual event) and keeps a source link (origin_ref) back to the originating document — so the chain from deal to payment stays fully traceable.

What counts as an open item

An invoice counts as an open item as long as its payment status is not paid, settled or cancelled. Typical open states are:

• open — sent, payment pending
• partial — partially paid
• overdue — sent and past due date
• payment_issue — payment or validation problem (never silently marked paid)
• unpaid — legacy alias for open

Once an invoice reaches paid, settled, void, cancelled or uncollectible, it no longer counts as an open item. An overdue* invoice is an open item whose due date has passed (due_date < current date).

The open-items list (aging)

The open-items list brings together all of a company's outstanding receivables with aging buckets, remaining amount and overdue status. It returns total and overdue metrics (count and sum of overdue items).

Via the Unified API:

GET /api/v1/platform/business/invoices/open-items?is_overdue=true&aging_bucket=31-60&owner_id=123&has_dispute=false&q=acme&limit=100&offset=0&sort=due_date.asc

Supported filters:

• customer_id — narrow to one customer (UUID; invalid → HTTP 422)
• is_overdue — only overdue items
• aging_bucket — age of the open item (e.g. 1-30, 31-60, 61-90, >90)
• owner_id — assigned owner
• has_dispute — with/without an open dispute
• q — free-text search
• limit, offset, sort — pagination and sorting (default: overdue first, then due date ascending)

Note: access to invoice management is gated by a plan entitlement (invoice_management). Without the entitlement the endpoint responds with HTTP 403 (PLAN_ENTITLEMENT_REQUIRED).

Dunning rules (collection config)

The collection config controls when and how often to remind. It is configured per company:

GET  /api/v1/platform/business/invoices/open-items/collection-config
PUT  /api/v1/platform/business/invoices/open-items/collection-config
GET  /api/v1/platform/business/invoices/open-items/portal

The portal (/open-items/portal) is the customer-facing view of a company's open items.

Follow-up actions per invoice

For each invoice you can work directly in Ottili HQ without re-entering data:

• Send reminder* — POST /api/v1/platform/business/invoices/{invoice_id}/reminder
• Open dispute* — POST /api/v1/platform/business/invoices/{invoice_id}/dispute
• Record payment promise* — POST /api/v1/platform/business/invoices/{invoice_id}/payment-promise
• Assign owner* — POST /api/v1/platform/business/invoices/{invoice_id}/assign-owner
• Create follow-up* — POST /api/v1/platform/business/invoices/{invoice_id}/follow-up
• Create follow-ups in bulk* — POST /api/v1/platform/business/invoices/open-items/create-follow-ups

These actions are auditable and company-scoped: a company sees and works only its own invoices.

Privacy and company boundary

Every invoice, open item and follow-up belongs to exactly one company (company_id). All queries are company-scoped and deny-by-default: a company sees only its own open items — across UI, API, search and flows. Cross-company access is rejected. This also applies to the dunning and follow-up workflow.

Status and availability

Ottili HQ (Business Hub) is generally available and fully supported (Live*). Open items, overdue invoices and the follow-up actions are part of this live scope. Access to invoice management is gated by the invoice_management plan entitlement — see "Understand feature status labels".

Related articles

• Invoices and payment state* — the invoice status machine, payment allocation and reminders.
• Ottili HQ overview* — the ERP/CRM core model.
• Convert quotes to orders* — from accepted quote to order, which the invoice follows.
• Deals and pipeline* — move deals through stages and into quote, order and invoice.
• Orders and fulfillment state* — order status and fulfillment.
• Understand feature status labels* — Live, Beta, Private Beta, In Development, Planned, Concept.