Account statement generator
Account Statement
A statement of account lists everything on a customer's account over a period: what was invoiced, what was credited, what was paid, and the balance after each. This one opens at $420 and closes at $1,948 due, with the aging shown.
The document to send when chasing a single invoice has stopped working. A statement puts the whole account on one page, so the conversation moves from one invoice they might dispute to a balance they have to account for.
It shows the aging as well: what is current, what is past 30, 60 and 90 days. Anything over 90 is marked, because that is the column that decides whether you are having a payment conversation or a collection one.
- Free statement generator
- Running balance and aging
- Printable sheet or PDF
- Nothing leaves your browser
Nothing on it yet. Add a line and it appears here.
Made with invoicetools.com
Copy statement as image puts the whole page on the clipboard, so one paste sends it to an email, a chat or a note. Copy as text gives you the wording instead, which is what most accounts inboxes prefer. Print or save PDF opens your own print dialogue: choose Save as PDF as the destination.
When a statement beats another reminder
Chasing one invoice invites a conversation about that one invoice: whether it was received, whether it was right, whether somebody approved it. A statement changes the subject to the balance, and a balance is harder to have an opinion about.
It also catches the case where they genuinely have lost one. If an invoice is on your statement and not on their ledger, that is found in a minute rather than after a month of chasing something they were never holding.
The aging columns are the point
Current, 31 to 60, 61 to 90, over 90. The last column is the one that matters, because debt behaves differently once it passes ninety days and both of you know it. Having it on the page, computed from the dates rather than asserted, moves the conversation along without anyone having to make the point out loud.
Getting the opening balance right
This is the field people skip and the reason statements disagree with the customer's ledger. The opening balance is what the account stood at on the first day of the period, carried forward from the last statement. If you start from zero on an account that was not at zero, every line after it is out by the same amount.
Questions people ask
What is a statement of account?
A statement of account lists everything on a customer's account over a period: invoices charged, credit notes applied, payments received, and the balance after each. It shows what is owed in total rather than invoice by invoice.
How is a statement different from an invoice?
An invoice asks for payment for one supply. A statement summarizes the whole account across a period and is not itself a demand for a new charge. It is what you send when chasing individual invoices has stopped working.
What should the opening balance be?
Whatever the account stood at on the first day of the period, carried forward from the previous statement. Starting from zero on an account that was not at zero puts every line after it out by the same amount.
What does the aging summary show?
How much of the outstanding balance is current, 31 to 60 days old, 61 to 90, and over 90, worked out from the dates on the rows. The over-90 column is the one that decides how the conversation goes.
How often should I send statements?
Monthly, on a fixed day, to the accounts address rather than to the person who booked the work. A predictable rhythm gets read; an occasional one looks like a complaint.
Can they pay from the statement?
Yes. Add the payment methods you accept and they print on the sheet, with a QR code for the ones that open with the amount already filled in.
Should a credit note appear on the statement?
Yes, as a payment line, because that is what it does to the balance. Showing it makes the closing figure agree with theirs, and a statement that disagrees with their ledger gets set aside.
Can I raise an invoice for the balance?
The button under the sheet carries the outstanding balance into the invoice generator as a single line. Use it with care: if the balance is made of invoices they already hold, invoicing it again double counts. It is meant for the case where the balance has been agreed and needs one clean document.
Does a statement need to be signed?
No. It is a summary rather than an agreement, so there is no signature block on it.
How do I save a statement as a PDF?
Use Print or save PDF and choose Save as PDF as the destination in your own print dialogue. The sheet is scaled to one page first, so it does not split.
AR Aging Calculator
The balance split by how overdue each part is. Age the balance.
DSO Calculator
How long collection is taking across the whole book. Measure collection.