Tracking Days Sales Outstanding (or DSO for short) is important for understanding the liquidity and cash flow efficiency of your business. It indicates how long it takes to get paid after an invoice is issued. A lower DSO reflects faster payment collection, while a high DSO can point to potential cash flow issues.

There are two common ways to calculate DSO: the simple method and the countback method. In this article, we’ll explain both approaches and help you choose the one that suits your business.

What is Days Sales Outstanding (DSO)?

DSO measures the average number of days it takes for a business to collect outstanding payments after a sale. It tells you how effectively your credit sales turn into cash, which is crucial for healthy cash flow. Businesses that rely on credit sales—like recruitment agencies, wholesalers, and SaaS companies—need to monitor their DSO regularly.

Why is DSO Important?

• Liquidity: DSO shows how quickly you can convert credit sales into cash.
• Cash Flow Management: Understanding DSO helps you manage and predict your company’s cash inflows.
• Credit Terms Evaluation: A high DSO might indicate that your credit terms are too lenient or that your collection efforts need improvement.

DSO Calculation: Simple Formula vs. Countback Method

There are two main ways to calculate DSO, each with its own pros and cons.

The Simple DSO Calculation Formula

This method is the easiest way to calculate DSO. Here's the formula:

Example: If your business has $200,000 in accounts receivable and $2,000,000 in credit sales for the year, using the simple method, your DSO would be:

DSO = ($200,000 in accounts recievable / $2,000,000 credit sales ) x 365 = 36.5 days

This means that, on average, it takes your business 36.5 days to collect payments.

Pros:

• Quick and Easy: Simple to calculate and provides a broad view of your accounts receivable performance.
• Trend Indicator: Useful for tracking whether your DSO is improving or getting worse over time.

Cons:

• Not Ideal for Seasonal Businesses: It doesn’t account for seasonal variations in sales, which could skew results.
• Ignores Payment Patterns: It may not accurately reflect customer payment patterns, especially if payments are unevenly distributed.

The Countback Method

This method is more accurate for businesses with seasonal sales or irregular sales patterns. It takes into account when sales were made and when payments were received, offering a more precise measure of cash collection efficiency.

Here’s how it works:

1. Start with your accounts receivable at the end of the period (usually a month).
2. Count back to see how many days of sales it takes to cover the accounts receivable balance.
3. Adjust for any months where sales exceeded receivables.

Example: If your accounts receivable in May was $11,000 and your gross sales were $3,000, add 31 days to your DSO calculation since A/R exceeds sales. Deduct the sales from A/R and repeat this process for previous months until all receivables are accounted for.

Pros:

• Highly Accurate: Reflects actual payment behaviors and provides a more detailed view of how quickly sales turn into cash.
• Ideal for Seasonal Businesses: Accounts for seasonal sales fluctuations, making it suitable for industries like retail or event management.

Cons:

• Time-Consuming: It’s more complex and takes longer to calculate, especially if done manually.
• Requires Detailed Data: You need monthly sales and accounts receivable data, which may not always be readily available.

Choosing the Right DSO Calculation Method

Which method should you use? It depends on your business’s needs:

• Use the Simple Method if:
  • You want a quick estimate of your DSO.
  • Your sales and receivables don’t fluctuate much throughout the year.
  • You want to track long-term trends in collections.
• Use the Countback Method if:
  • You need more precise DSO tracking, especially if your business has seasonal sales.
  • You want to understand your customers’ payment patterns more accurately.
  • Your industry requires high accuracy, such as in construction, retail, or event management.

Automating DSO Calculation for Efficiency

Manual DSO calculation can work for small businesses, but as your company grows, it becomes more cumbersome. Automating DSO calculations with accounts receivable software like Paidnice can save time and improve accuracy.

Why Automate Your DSO Calculation?

• Reduces Errors: Manual calculations are prone to errors, especially with the countback method.
• Saves Time: Automation frees up your finance team to focus on more valuable tasks like cash flow forecasting or credit risk management.
• Real-Time Insights: Tools like Paidnice provide real-time DSO calculations, allowing you to spot trends early and take action when needed.

Paidnice integrates with accounting platforms like Xero and QuickBooks, automating not just DSO calculations but also late payment reminders, late fees, and customer segmentation, making accounts receivable management more efficient.

Final takeaway: The size of your business, the intricacy of operations, and its needs all determine which DSO calculation method should be used. The simple method gives you a quick overview of receivables performance, while the countback method is more practical for businesses with fluctuating sales cycles.

Ready to automate your DSO calculations and improve your collections? Book a demo with Paidnice today and see how our solution can help you get paid on time, every time.