What Is Allowance for Doubtful Accounts? How to Record it?

It appears on the balance sheet as a contra-asset, directly reducing the accounts receivable (AR) balance to show a more conservative, realistic value of expected collections. Bad debt expense is something that must be recorded and accounted for every time a company prepares its financial statements. However, if there is already a credit balance existing in the allowance of doubtful accounts, then we only need to adjust it. It means, under this method, bad debt expense does not necessarily serve as a direct loss that goes against revenues.

How to Calculate Allowance for Doubtful Accounts and Record Journal Entries

Many of the functions and features we’ve already discussed can make life a lot easier for your customers. One rather effective strategy to repel bad debt is offering early payment discounts encouraging buyers to close out their invoices well before the initial due date. And with more accurate statements sent out, your customers will have fewer reasons to dispute invoice totals and delay payment.

This accounting practice not only provides a more accurate picture of a company’s financial health but also aligns with key accounting principles that govern financial reporting. When a business extends credit to customers, it’s taking a leap of faith. The allowance for doubtful accounts represents management’s estimate of how much of accounts receivable will likely go uncollected. Bad debt expense also helps companies identify which customers default on payments more often than others. What if, instead of a credit balance in the allowance account, we posted a debit balance prior to the adjustment? Using the percentage of sales method, they estimated that 1% of their credit sales would be uncollectible.

Under the direct write-off method, bad debt expense serves as a direct loss from uncollectibles, which ultimately goes against revenues, lowering your net income. The portion that a company believes is uncollectible is what is called “bad debt expense.” Another common term used for bad debts is “doubtful accounts”.

Cash

Businesses that extend credit to customers sometimes don’t receive full payment. Analytics can be an incredibly powerful tool in making doubtful accounts and bad debt expenses smart choices regarding credit policies and even which customers you should work with. Not only does this functionality make life easier for buyers, but you can typically leverage this capability to supply your customers with clearly defined credit and payment terms and even offer them the ability to request changes. After pouring over its records for the preceding months, the research lab determined the corresponding bad debt ratios for its A/R totals based on how long the debts had been outstanding. For this strategy, you would first analyze your historical data — typically focusing on the preceding reporting period — to determine the ratio of how much of your total sales resulted in bad debt.

For example, a retail business analyzing five years of data might discover that about 2% of credit sales typically go unpaid. This method is simplest for businesses with stable customer payment patterns. Companies must choose a method that balances accuracy with being practical, considering their industry, customer base, and available data. Creating this allowance doesn’t require knowing exactly which customers will default.

Credit Risk Management

Automated AR tools can help flag risky customers, track unpaid invoices, and streamline collections before debts become uncollectible. Refer to IRS guidance on bad debts, and consult a tax advisor to comply with your local regulations. Understanding how bad debt affects your taxes—and how to reduce future risk—can strengthen both your short-term cash flow and long-term financial strategy. It uses a contra account called allowance for doubtful accounts. The best choice depends on your business size, industry, and accounting system. Regularly recording bad debt helps you stay ahead of cash flow issues and build more accurate budgets and projections.

B2B Payments

In more detail, alongside your bad debt expense account, you would also create an allowance for doubtful accounts (AFDA) on your income statement and balance sheet. They, therefore, record a journal entry by debiting the bad debt expense and crediting the allowance for doubtful accounts. To account for potential bad debts, you have to debit the bad debt expense and credit the allowance for doubtful accounts. Here, we’ll break down what bad debt expense is, how to calculate it, and how to protect your business from the risk of uncollectible accounts. But no matter where you are located, bad debt expense is recorded on both your balance sheet and income statement — particularly under the sales, general, and administrative (SG&A) section. By contrast, if you’re using the cash accounting method, you’ll never need to concern yourself with bad debt expense since you’d only record revenue when you receive cash.

Company Overview

• Companies provide services or sell goods for cash or on credit.
• To account for potential bad debts, you have to debit the bad debt expense and credit the allowance for doubtful accounts.
• Bad debt expense is something that must be recorded and accounted for every time a company prepares its financial statements.
• Every fiscal year or quarter, companies prepare financial statements.

This method records bad debt only when a specific invoice is deemed uncollectible. The allowance method is required under GAAP, but the direct write-off method is common among small businesses that use cash accounting. Bad debt expense is the portion of accounts receivable that your company doesn’t expect to collect. When a customer fails to pay, you can write it off as a bad debt expense. However, as unpaid invoices begin building up, you can’t just let your bad debt accrue and skew the value of your accounts receivable.

Sometimes, even in accounting, there are welcome surprises, e.g., when a previously written-off account pays unexpectedly. Notice this transaction doesn’t create any new expense since the expense was already recognized when the allowance was established or adjusted. Suppose our appliance retailer reviews its receivables six months later and determines the allowance should total $90,000 based on increasing late payments. Look out for companies that switch estimation methods, which might be done to manipulate earnings.

Payable

Allowance for Bad Debts, on the other hand, is the uncollectible portion of the entire Accounts Receivable. These estimates are often based on the company’s past experiences. Allowance for Bad Debts (also often called Allowance for Doubtful Accounts) represents the estimated portion of the Accounts Receivable that the company will not be able to collect. Companies provide services or sell goods for cash or on credit.

Other companies use Provision for Doubtful Debts as the name for the current period’s expense that is reported on the company’s income statement. By estimating potential losses before they occur, companies present a more honest picture of their financial health while properly matching expenses to the periods when they earn revenue. Economic conditions change, customer payment patterns evolve, and the receivables balance fluctuates.

Application Management

HighRadius helps accounting and finance teams simplify and accelerate the financial close and reporting process. Here is how a reliable collections automation solution can help optimize your collections and reduce the need to create an allowance for doubtful accounts. First, the company debits its AR and credits the allowance for doubtful Accounts.

As time passes, companies gain better information about which accounts might not be collected. They focus their estimates on major accounts that constitute most of their receivables. If a wholesale distributor finds that over a decade, about 3.2% of total AR typically becomes uncollectible, they might apply this percentage to their current receivables balance. Companies with a long operating history may rely on their long-term average of uncollectible accounts. This method is a bit more nuanced since it recognizes that the longer an invoice remains unpaid, the less likely it is to be collected—it’s not just applying a raw percentage to all credit sales.

• The financial statements are viewed by investors and potential investors, and they need to be reliable and possess integrity.
• It creates a credit memo for $2,000, which reduces the accounts receivable account by $2,000 and the allowance for doubtful accounts by $2,000.
• And since these estimates leverage historical data from the same period, the allowance method allows your business to remain GAAP compliant.
• It is deducted from the total accounts receivable on the balance sheet to show a more realistic picture of expected collectible amounts.
• The balance sheet presents your company’s assets, liabilities, and equity.
• It’s more precise but requires up-to-date records and analysis.

Second, it creates a contra asset account called “allowance for doubtful accounts” that reduces the reported value of AR without changing the underlying customer balances. First, it records a “bad debt expense” that reduces the current period’s profit. When a company sets up its allowance for doubtful accounts, it creates two simultaneous accounting entries. Accounting for potentially uncollectible accounts involves several distinct steps while creating a paper trail that tracks your expectations about customer payments and what actually happens when some customers don’t pay. An architectural firm with 50 clients might flag three accounts—a bankrupt developer, a chronically late-paying client, and a customer in a legal dispute—and set the allowance equal to their balances. When feasible, companies may review individual customer accounts to identify specific balances unlikely to be collected.

Bad Debt Expense Journal Entry

The method involves a direct write-off to the receivables account. Sometimes, at the end of the fiscal period, when a company goes to prepare its financial statements, it needs to determine what portion of its receivables is collectible. Bad debt expense is typically classified as an operating expense on the income statement, alongside other costs related to running the business If you’re GAAP-compliant, use the allowance method. A write-off occurs when a specific account is deemed uncollectible and removed from the books.

You would then apply this percentage to your actual sales in the current period to create your estimate. And when the funds for the sale are received, that debit shifts out of the A/R account. Other examples of contra-assets include accumulated depreciation, accumulated impairment losses, sales discounts, and sales returns. If your business was steady in the year prior and you do not anticipate significant changes to your business in the upcoming months, this is a simple and fast way to look at it. It helps you anticipate the possibility of late or partial payments, or even the risk of a customer declaring bankruptcy.