Debtor days calculator
Work out how long customers take to pay, on average using your own figures. Check the assumptions before you act on the result.
Your figures
Result
- Debtor days
- 51.91 days
How it is worked out
debtor days = outstanding receivables ÷ annual credit sales x 365
debtor_days = outstanding_receivables/annual_credit_sales*365
What it works out
The debtor days calculator turns records from the business into a figure for this decision: how long customers take to pay, on average. Use it when the responsible owner and accountant needs a consistent answer for this specific task. The answer uses only the values entered. Record the measurement period beside it.
What you need
| Input | Unit | Where to find it |
|---|---|---|
| Outstanding receivables (example: ₹32,00,000) | ₹ | Read outstanding receivables from the invoice-wise Tally ledger, bank statement or cash report. |
| Annual credit sales (example: ₹2,25,00,000) | ₹ | Read annual credit sales from the invoice-wise Tally ledger, bank statement or cash report. |
Use the same item, period and measurement unit for related inputs. If a figure comes from an estimate rather than an actual record, mark it as estimated. Keep your original figures beside the result.
The formula
In plain words, calculate debtor days using the measured inputs below. The expressions are shown without hidden rounding so they can be checked by hand.
- debtor days:
debtor_days = outstanding_receivables/annual_credit_sales*365.
Formula basis from the supplied taxonomy: debtor days = outstanding receivables ÷ annual credit sales x 365. The calculation assumes the named inputs describe the same job and accounting period. Keep quantities, rates and measured units consistent.
A worked example
Illustrative example: a foundry uses the figures in the table above. These are example inputs, not industry averages. For this example, the main figures are outstanding receivables: ₹32,00,000, annual credit sales: ₹2,25,00,000.
- Debtor days:
outstanding_receivables/annual_credit_sales*365. With the example figures,3200000.0 / 22500000.0 * 365gives 51.91 days.
How to act: Use the result to compare it with the bank and cash calendar. Write down the input date and the assumption that could move most.
How to read the result
Example bands, change them for your business:
- Comfortable: Your result meets the target for this item or reporting period. Keep the calculation with its source records and compare it with the bank and cash calendar.
- Watch: The result is close to your action limit, or it changed since the previous calculation. Recheck outstanding receivables and annual credit sales using the original records.
- Act: The result breaks a limit already agreed by the manager or owner. Record the difference, name a responsible person, and agree a correction date. For an operational starting point, read [Working capital always short](/problems/working-capital-always-short) and [Monthly owner report](/processes/monthly-owner-report). Do not use these example bands as published industry benchmarks.
Copy it into a spreadsheet
Create a sheet with column A for the label and column B for the number or formula. The expressions work in Excel or Google Sheets. Keep input cells editable and result cells protected from typing.
| Cell | Label | Value or formula |
|---|---|---|
| B2 | outstanding receivables | 3200000.000000 |
| B3 | annual credit sales | 22500000.000000 |
| B5 | debtor days | =((B2/B3)*365) |
For any formula containing a divisor, enter a value above zero. For any monetary output, format the cell in Indian rupees. Do not replace the cells with rounded figures until the final display.
What this calculator leaves out
- A period average hides daily peaks, uncertain collections and seasonal payment timing.
- A single average can hide unusual lots, customers or weeks. Review the underlying entries before making a large decision.
- The formula does not check whether the records are complete. Start with balances from Tally and the bank statement, then separate disputed or unlikely receipts.
Common mistakes
- Mixing periods. Using outstanding receivables from one month with annual credit sales from another produces a number that looks precise but is hard to act on.
- Trusting old figures. Recheck the relevant source record before reusing last month's saved inputs. Read the result alongside the dates cash must actually leave the bank.
- Treating an estimate as approval. Record which assumptions were entered by hand. Get the relevant owner, accountant or technician to check unusual values.
A number like this helps only if someone works it out again when things change.
Questions people ask
Where do I find the numbers for debtor days calculator?
Read outstanding receivables from the invoice-wise Tally ledger, bank statement or cash report. Read annual credit sales from the invoice-wise Tally ledger, bank statement or cash report. Keep all inputs from the same period.
Can I use this number to approve a purchase or payment?
Use it as a first check. Use the result to compare it with the bank and cash calendar. Write down the input date and the assumption that could move most. If the result affects tax, legal duties, workplace safety or a major investment, obtain the appropriate review.
When should I calculate it again?
Recalculate when a meaningful input changes, and at the next regular review of the relevant register. Save the date and the input values so changes can be explained.