This accounts receivable coverage records checklist enumerates all required documents to process a commercial property claim submission. Most commercial property policies include accounts receivable coverage to compensate you for lost income from uncollectable customer invoices that were damaged or destroyed in a covered loss event, such as a fire, flood, or system breach. You will need to submit standardized, verifiable records to your claims adjuster to prove the value of the outstanding receivables you can no longer collect, and this walkthrough will help you organize your existing folder contents to meet submission requirements. Margin Desk recommends cross-referencing this list with your policy schedule to confirm no additional items are required for your specific carrier, as this page is for educational purposes only and does not bind coverage or make claim eligibility determinations.
Outstanding customer invoice copies sorted by client account number and due date
These documents must be original issued invoices, not internal drafts, and include all core details: line-item descriptions of goods or services provided, service or delivery dates, agreed payment terms, customer full contact information, and any stated late fee provisions. Sorting by client account number first makes cross-referencing with general ledger entries far faster for adjusters, while secondary sorting by due date lets you easily separate pre-loss and post-loss invoices to avoid submitting ineligible post-loss receivables. You should flag any invoices issued in the 30 days prior to the covered loss, as these are the most likely to be uncollected if your records were damaged or destroyed in the event. Exclude any invoices already marked paid in your ledger as of the loss date, as these are not eligible for coverage even if you cannot locate a corresponding payment receipt. Illustrative example: If your office suffered a server crash on June 15, all invoices dated June 14 or earlier that were not marked paid as of that date are eligible for coverage consideration, so sorting by due date lets you pull all invoices due on or after June 15 in seconds.
Accounts receivable ledger printouts covering the past six billing cycles
Six full consecutive billing cycles are the industry standard to establish your typical collection rate, which adjusters use to calculate the expected value of lost receivables if you cannot produce individual invoice copies for every outstanding account. The ledger should include a separate line for every active customer account, opening balance for each cycle, total invoices issued to the account in the cycle, total payments received, any discounts or adjustments applied, and closing balance for the period. If you use cloud accounting software, you should include a screenshot of the ledger access timestamp to prove the printout was generated prior to any post-loss edits, and have all printouts signed by your bookkeeper or accounting manager to confirm they are unaltered. If your billing cycles are monthly, this means six full calendar months of ledger entries; if you bill bi-weekly, this means 12 consecutive bi-weekly cycles, so confirm your cycle length with your accounting team before pulling records. Exclude any personal or non-business receivables from the ledger to avoid delaying your claim review.
Customer payment receipt scans matched to each posted ledger transaction entry
Every payment posted to your accounts receivable ledger in the six-cycle window needs a corresponding receipt, which can be a credit card processing confirmation, bank deposit slip, peer-to-peer transaction record, signed paper check copy, or digital payment portal confirmation. Matching each receipt to the exact ledger entry eliminates discrepancies that could lead to a claim denial for unsubstantiated payment records. Use a consistent naming convention for digital files, such as [Account Number]-[Transaction Date]-[Receipt ID], to make cross-referencing simple for adjusters. If you have bulk deposit receipts that cover multiple customer payments, include a corresponding breakdown sheet that links each line item of the deposit to the specific customer account and ledger entry, so the adjuster does not have to complete that matching work themselves, which speeds up review timelines. Illustrative example: If you have a $1,200 payment posted to account number C-412 on May 3, you would name the corresponding bank deposit slip scan C-412-0503-DEP2987 so the adjuster can locate it in 10 seconds or less.
Bad debt write-off forms approved for uncollectible accounts in the filing period
Carriers require these forms to exclude debts that were already deemed uncollectible before the covered loss, so you do not receive compensation for amounts you would have never collected regardless of the loss event. Each write-off form should include the customer account number, original invoice amount, detailed log of collection efforts made (e.g., three collection calls, two past-due notices, referral to a licensed collections agency), the exact date the debt was approved for write-off, and the signature of the authorized accounting staff member who approved the action. If you use a third-party collections agency, include any notification letters from the agency confirming that the debt was deemed uncollectible prior to the loss date as supplementary proof for your write-off forms. If you did not write off any bad debts in the six-cycle filing period, submit a signed, dated statement from your accounting lead confirming that fact instead of leaving this section of your submission empty. Note that any write-offs approved after the date of the covered loss are not eligible for exclusion, as those may be the direct result of lost records from the loss event.
Monthly accounts receivable aging schedule showing delinquency tier categorizations
Aging schedules break down outstanding receivables by how far past due they are, usually in standard tiers of 0-30 days, 31-60 days, 61-90 days, and 90+ days past due. Adjusters use these schedules to calculate the expected collectible rate for each tier, as 90+ day debts are far less likely to be collected than 0-30 day debts, which directly impacts your total claim payout. You should submit schedules for the three months prior to the loss to show your typical aging distribution, plus a schedule generated as close to the loss date as possible to show the outstanding balance at the time of the event. Highlight any accounts that were in the 0-30 day tier at the time of the loss, as these are the highest value for your claim. If your aging schedule does not use standard delinquency tiers, include a one-sentence explanation of your tier structure at the top of the schedule, so the adjuster can align it with their internal calculation metrics.
| Document Type | Required Number of Copies | Filing Label | Adjuster Verification Step | Accepted File Formats |
|---|---|---|---|---|
| Outstanding pre-loss customer invoices | All invoices issued 30 days prior to loss date | AR-INV-[YYYYMMDD of loss] | Cross-reference total invoice value with ledger opening balance at loss date | PDF, scanned TIFF, original paper copies |
| 6-cycle accounts receivable ledger | 6 full consecutive billing cycles prior to loss | AR-LEDGER-[Billing Cycle Start Date] | Match total monthly invoices to sum of submitted invoice copies | CSV, signed PDF printout, QuickBooks/Xero exported report |
| Matched payment receipts | All receipts for payments posted in 6 billing cycles | AR-RECEIPT-[Account Number]-[Transaction Date] | Reconcile 10% of randomly sampled receipts to corresponding ledger entries | JPG, PDF, bank confirmation exports, credit card processing reports |
| Approved bad debt write-off forms | All write-offs approved in 6 cycles prior to loss | AR-WRITEOFF-[Account Number]-[Approval Date] | Confirm write-off approval date is before the documented loss event date | Signed PDF, scanned paper form with authorized accounting signature |
| Accounts receivable aging schedules | 3 monthly schedules prior to loss + 1 generated at loss date | AR-AGING-[Month/Year of Schedule] | Compare delinquency tier percentages to your 3-month historical average | PDF, spreadsheet export, signed bookkeeper validation statement |
Your next actionable step is to pull all required documents listed in the checklist above, place them in a labeled physical or cloud folder marked “AR Coverage Claim [Your Policy Number]”, and submit the full packet to your claims adjuster within 10 business days of filing your initial claim notification.