Customer statement
Free statement of account generator
A statement of account lists everything on a customer's account over a period: what was invoiced, credited and paid, and the balance after each.
- Free statement generator
- Running balance and aging
- Printable sheet or PDF
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When a statement beats another reminder
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.
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 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
The statement 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. To age a list of outstanding invoices without making a statement, use the AR aging calculator.
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.
What a statement of account includes
A customer statement is easy to read when it carries the same things in the same places every month. The one this page makes has:
- The statement date, the statement number and the start of the period
- Your business name and address
- The customer's name, address and accounts email
- The opening balance brought forward from the last statement
- Each invoice, credit note and payment in the period, with its date and document number
- A running balance after every line
- The closing balance, shown as the amount due
- An aging summary: current, 31 to 60, 61 to 90 and over 90 days
- Your account terms and how to pay
Statement of account sample
The example already on the sheet is a worked sample. Read from the top:
- The account opens with $420.00 brought forward from the last statement.
- Invoice INV-2026-0101 adds $1,280.00, taking the balance to $1,700.00. A payment of $420.00 brings it back to $1,280.00.
- Invoice INV-2026-0118 adds $1,840.00, so the balance reaches $3,120.00.
- Credit note CN-2026-0007 takes off $368.05, and a payment of $1,200.00 follows, leaving $1,551.95.
- That $1,551.95 is the amount due. The payments and the credit settle the oldest items first, so what is left is part of INV-2026-0118, which is under 30 days old, and the whole balance sits in the current column.
Statement of account vs invoice vs bank statement
An invoice asks for payment for one supply: one job, one delivery, one month of work. It has its own number, a due date and a total.
A statement of account summarizes the whole account across a period. It lists the invoices already sent, the credits and the payments, and shows what is owed in total. It is not itself a demand for a new charge, which is why customers normally pay against the invoice numbers it lists.
A bank statement is different again. Your bank sends it to you, and it lists money moving in and out of your own bank account. A statement of account is one you send to a customer about what they owe you.
What to write when you send it
Keep the email short and let the statement do the work. Something like this, with your own figures:
Hi, please find your statement of account to the end of this month attached. The balance is $1,551.95, and the invoices it covers are listed on the statement. If anything on it does not match your records, reply with the document number and we will send a copy the same day.
Questions people ask
Can I make a statement of account here for free?
Yes, free and with no signup. It lists the invoices, the payments received and the balance carried forward, as one document you can send instead of forwarding five separate invoices.
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.
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. If you still need to issue the credit, the credit note generator makes it against the original invoice.
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 dialog. The sheet is scaled to one page first, so it does not split.
Is a statement of account a bill?
Not in the sense of a new charge. It lists invoices the customer already has and shows the total still owed. Customers usually pay against the invoice numbers on it, which is why each line carries its document number.
What is the difference between a statement of account and a bank statement?
A bank statement comes from your bank and lists money in and out of your own account. A statement of account comes from you and tells a customer what they have been invoiced, what they have paid and what they still owe.
Can I change a statement after I have sent it?
Do not edit the one they already have. Make a corrected statement dated today, with its own statement number, and say in the note what changed, so both copies can be read side by side.
What should I send with a statement of account?
A short email: the period it covers, the balance, and an invitation to reply with any document number that does not match their records. There is a version to copy under What to write when you send it.
Should I send a statement to every customer or only those who owe?
Send one to every account that had activity in the period or still has a balance. An account with no activity and nothing owed needs nothing, and a statement that shows a zero balance with no lines tells the customer nothing new.
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.
Need a different document?
Free and in your browser, like this one: Invoice generator · Receipt maker · Credit note generator.