This page explains, in plain English, how the MAGCS Weekly
Aged-Debt Action List is built: where each section's information comes from, how the two
underlying systems are combined, and exactly what an account manager needs to change so an item drops
off the list the following week.
🔑 The one rule that governs everything
How and when your changes show up
- The list is a weekly snapshot, not live. Every Friday morning the system takes
a fresh copy of the Monday CRM and combines it with that week's Sage figures. Any change you make
in Monday during the week shows up on the next Friday's list — not instantly.
- Clients are matched between the two systems by name. If a client's name on the
Monday board doesn't match the name in Sage, the system can't connect them — which is why
several sections are really just "the two systems don't line up." Keeping names identical
is the single biggest thing you can do to keep the list clean.
🧩 The two ingredients
Everything on the list is a blend of just two sources.
Source 1 · the money
Sage aged-debt figures
What's owed and how it's moving
- Outstanding & overdue balance per client
- Number of overdue invoices
- Age of the oldest invoice & average days overdue
- Movement versus last week
Covers the three MAGCS brands:
MagicMan
CRC
NHCC
Source 2 · the relationship
Monday.com CRM
Who owns it, who to call, and what we've promised to do
Read from four boards (an HB copy for
CRC + NHCC, an MM copy for MagicMan):
Clients
Actions
Contacts
Sales Pipeline
▼
Every Friday morning — combined into one weekly snapshot
Sage figures + a fresh copy of the four Monday boards
▼
Matched together by Client Name
Each Sage debtor is joined to its Monday client record
▼
The Weekly Aged-Debt Action List
A set of rules looks for a different problem in each section, below
🗂️ What each Monday board contributes
| Board | The question it answers | Key columns we read |
|---|
| Clients | Who is this client, who owns them, and how important are they? |
Name · KAM / KAO (owner) · Priority (HB only) · the group/section they sit in (Active / Inactive / Potential) |
| Actions | Is anyone chasing this debt, and is the chase live? |
Linked Client · Action Type ("Aged Debt") · Status · Due Date · Action Owner |
| Contacts | Who do we call about payment? |
Linked Client · Role (finance / accounts / credit) · Name & Email |
| Sales Pipeline | Are we quoting this client new work? |
Linked Client · Stage · Deal Value |
📊 The headline figures & "Where the problems are"
The KPI strip at the top of the list — Total Outstanding, Overdue
(in £ and as a %), the Week-on-Week change and DSO (average days to
get paid) — comes straight from the SAGE
figures. The "Where the problems are this week" box is a written summary that highlights
the biggest concerns the rules have found (the largest debtor, anyone 120+ days overdue, stale chases,
clients we're selling to who owe us money, and so on).
🧭 How each section works — and how to clear it
For every section of the Action List: what it flags, where in Monday (or Sage) it reads,
and the exact change that makes the item resolve next week.
Good to know: the action sections focus on material debt
— clients owing roughly £1,000 or more — so very small balances won't show up as actions
even if they're technically overdue.
🔴 Escalate now — worsening & largest exposure
The clients that got materially worse this week, plus the single biggest debt on the book.
Reads from
SAGE the worsening figure & largest balance, then checks the
CRM Actions board for an open aged-debt chase.
To clear it next week
Driven by the debt coming down, not a single Monday tick — but make sure a chase is logged
(below) and that it's being escalated to the right level. It leaves once the client is no longer a
big mover or the largest on the book.
📋 Debt with no action in the CRM — open a chase
Sage shows overdue money, but there's no chase logged against the client.
Reads from
CRM Actions board — lands here when there is
no open action with an Action Type of "Aged Debt". The finance contact we name comes from the
Contacts board.
To clear it next week
Create an Action linked to that client, Action Type "Aged Debt", a Status that
isn't Completed, plus an Action Owner and Due Date.
⏰ Chase gone stale — re-commit or escalate
A chase exists, but its due date has already passed while the money is still owed.
Reads from
CRM Actions board — the Due Date compared
against today. The owner shown is the action's own Action Owner.
To clear it next week
On that action, either update the Due Date to a new future date (you've re-committed), or
set the Status to Completed once it's actually paid.
⬆ Escalation level missing or too low
The debt is older than the priority recorded in the CRM suggests.
Reads from
CRM Clients board Priority column (HB only),
compared against how old the debt is in SAGE.
To clear it next week
On the HB Clients board, raise the Priority to match the age of the debt. MagicMan has no
Priority column, so for MM clients this is informational — their escalation is tracked in Solon.
Very old debt (Finance Director / CEO / litigation level) is also tracked in Solon rather than a
Monday field.
🔁 Inactive client with overdue debt — make active
Still owes money, but parked in an inactive group where nobody can own or chase it.
Reads from
CRM Clients board — the group/section the client sits
in (anything named "Inactive", "Dormant" or "Lost").
To clear it next week
Move the client into an active group on the Clients board. (If they're in "Lost", that's a
recovery / litigation conversation rather than a simple reactivation.)
🏗 Debtor not in the CRM — set up & chase
Owes us money but has no matching client record at all in Monday, so it's invisible to chasing.
Reads from
CRM Clients board Name — a Sage debtor with no
matching client record.
To clear it next week
Create the client on the Clients board with a name that matches Sage exactly, assign a
KAM, and open a chase. (If they exist under a slightly different name, fix the name — see Data
governance.)
♻ Reopen & resolve — money not yet in
The CRM says "done", but Sage still shows the money owed.
Reads from
CRM Actions board — an action marked
Completed while Sage is still overdue, or an open credit-note action.
To clear it next week
Reopen the action (Status back to In Progress) and verify the receipt, or resolve the credit
note so the remaining figure is genuine.
🤝 Relationship watch — we're selling to debtors
We're actively quoting new work to a client who owes us overdue money.
Reads from
CRM Sales Pipeline board (a live deal with a real Deal
Value) combined with the SAGE overdue balance.
To clear it next week
An awareness flag rather than a data fix — it resolves when the debt clears or the deal closes.
The action is to coordinate the two: tie payment to the award.
🧹 Data governance — keep the two systems aligned
Housekeeping that keeps Monday and Sage in step — almost all within your control.
| What's flagged | Where it reads | To clear it |
|---|
| Unmatched debtors | Sage name not found on the Clients board |
Create the client (matching the Sage name), or have a name alias added. |
| Likely name mismatches | A near-match between the two systems |
Correct the Client Name on the board to match Sage, or add an alias. |
| No KAM | Clients board — KAM & KAO blank |
Assign an owner. |
| Unactionable actions | Actions board — blank Owner or "Undefined" Status |
Set an owner and due date, or close it. |
| Untyped actions | Actions board — blank or "TBC" Action Type |
Set the Action Type (untyped chases don't "count" as a chase). |
| Filed as "Potential Clients" | Clients board — sitting in a Potential group |
Move them to Active Clients. |
✅ Good news — cleared & improving
Clients who've fully cleared their overdue balance or are trending down.
Reads from
SAGE — the week-on-week movement.
What to do
Nothing to fix — but it's a prompt to close out the open action for anyone now paid, and
make a positive call to the relationship.
🪜 The escalation ladder
Where a debt should sit on the escalation chain is driven by how old it is (its average days overdue),
following the MA Group Invoice & Collection Process v2:
L1 · Account Manager
1–30 days overdue
L2 · Managing Director
31–60 days
L3 · Finance Director
61–90 days
Note: these day-bands are the current working values and remain subject
to Finance confirmation. They are deliberately looser than the literal process cadence so the list isn't
weighted entirely towards litigation.
✅ The short version
An item drops off the list next Friday when the underlying thing is fixed in Monday — a chase
created, a due date renewed, a status reopened or completed,
a client moved to an active group, a KAM assigned, an
Action Type set, or a name corrected so the two systems match. Make the
change any time during the week and it will be reflected in the next Friday's list.
In one line: Sage tells us what's owed and how it's
moving; the Monday CRM tells us who owns it, who to call, and what we've promised to do. The
list puts the two side by side and surfaces where they disagree or where nothing is happening — and
turns that into a specific action.