Bad Debt and Write-Offs: Managing Unpaid Invoices

When customers engage in credit purchases, there is an expectation for them to fulfill their payment obligations. Failure to do so can lead to frustration and negatively impact your business. It is essential to understand the process of writing off bad debt in such situations. 

What is bad debt? 

Bad debt happens when someone owes you money, but you can’t get them to pay it back. This means the money is lost and can’t be recovered. Both businesses and individuals can face bad debt. 

For businesses, bad debt usually comes from unpaid customer bills or loans. Even though the business hasn’t received the money, it was already counted as income in financial records. Some common reasons for bad debt include: 

– Credit sales made to customers
– Loans extended to clients and vendors
– Guarantees on business loans 

Typically, the primary cause of bad debt for a business is the sale of goods or services on credit, where the customer fails to make the payment. In such cases, the customer receives the product or service and is subsequently invoiced for the outstanding amount. 

Understanding the procedure for writing off bad debt is crucial. 

How to Remove Bad Debt from Your Records 

Writing off bad debt is an essential process in accounting that can be both time-intensive and expensive. Under accrual accounting, amounts owed to you are recorded as accounts receivable, which represents the funds that are due from others. To streamline this process and improve cash flow, many businesses turn to outsourced accounts receivable services. These services help manage outstanding invoices efficiently, reduce bad debt risks, and ensure timely collections, allowing companies to focus on their core operations.

When an account becomes uncollectible, it is necessary to write it off, which involves adjusting your financial records to reflect the actual amounts in your accounts. 

To effectively write off bad debt, you must eliminate it from your accounts receivable balance. This action will have implications for your business’s balance sheet. There are two primary methods available for writing off a bad account: 

1. Direct write-off method
2. Allowance method

Here’s a breakdown of the two methods for handling uncollectible accounts in accounting: 

1. Direct Write-Off Method

• How it works: This is the simpler method. When a company determines that a specific customer won’t pay their debt, they directly write it off as an expense. 

• Pros: Easy to understand and use. 

• Cons: Doesn’t match expenses with the related revenue, which can distort financial statements. Not allowed by Generally Accepted Accounting Principles (GAAP) for most companies. 

• Example: Company A sells goods to Customer B for $1,000 on credit. After several attempts to collect, Company A decides Customer B won’t pay. They write off the $1,000 as a bad debt expense. 

2. Allowance Method

• How it works: This method involves estimating potential bad debts at the end of each accounting period. An allowance for doubtful accounts is created, which is a contra-asset account that reduces the overall value of accounts receivable. When a specific debt is deemed uncollectible, it’s written off against this allowance. 

• Pros: Matches expenses with the related revenue, providing a more accurate picture of a company’s financial health. Required by GAAP for most companies. 

• Cons: More complex than the direct write-off method. 

• Example: Company C estimates that 2% of its $100,000 in outstanding receivables will be uncollectible. They create an allowance for doubtful accounts of $2,000. Later, they determine that Customer D’s $500 debt is uncollectible. They write off the $500 against the allowance. 

How to Claim Bad Debt on Taxes 

If you have a bad debt that you can’t collect, you may be able to deduct it from your taxable income. Here’s how: 

1. Determine If the Debt Qualifies 

To claim a bad debt deduction, the IRS requires that: 

• The debt was previously included in your gross income (for businesses) or was a loan you expected to be repaid (for individuals). 

• You made reasonable efforts to collect it. 

• The debt is completely uncollectible. 

2. Identify the Type of Bad Debt 

• Business Bad Debt: If your business provided goods or services on credit and the customer didn’t pay, you can deduct it as a business expense. 

• Non-Business Bad Debt: If you personally loaned money to someone and they didn’t repay, you may deduct it as a short-term capital loss (not a business expense). 

3. Methods to Claim Bad Debt 

If the bad debt was included in your gross income, you can claim it using one of these methods: 

• Specific Charge-Off Method: Write off the debt as soon as you confirm it’s uncollectible. 

• Nonaccrual-Experience Method: Used by businesses that don’t include certain income until it’s received, helping them avoid reporting bad debts as income. 

4. File the Correct Tax Form 

To claim bad debt, file one of the following IRS forms: 

• Form 1040X – For sole proprietors (to amend a previous return) 

• Form 1120X – For corporations 

• Form 1120S – For S corporations 

• Form 1065X (paper) or Form 1065 (electronic) – For partnerships 

5. Keep Proper Documentation 

To support your claim, keep records such as: 

• Signed contracts or agreements 

• Invoices and payment history 

• Collection attempts (emails, letters, calls) 

• Proof that the debt is uncollectible (e.g., bankruptcy filings of the debtor) 

6. File on Time 

Bad debt deductions must be claimed within 7 years (for individuals) or according to your business’s accounting rules. 

If you’re unsure about your situation, it’s best to consult a tax professional to ensure you file correctly and maximize your deduction. 

How to Reduce Bad Debts 

If your business sells goods or provides services on credit, bad debts might be unavoidable. However, there are steps you can take to minimize them. 

Offering credit to customers can help boost sales, but it comes with the risk of non-payment. You could choose not to offer credit at all, or you can put measures in place to handle late payments effectively. 

If you continue offering credit, consider adjusting your payment terms. Clearly explain due dates and payment expectations at the time of sale. Send payment reminders and follow up with customers who miss their deadlines. 

For large unpaid invoices, you may even need to hire a collection agency to recover the amount. 

While you can’t always eliminate bad debts, taking proactive steps can help reduce their frequency and protect your business’s financial health.