Send a customer a statement

A statement lists a customer’s invoices, payments and credits for a period, with a running balance and what’s still due. Customers use it to check their records and pay everything in one go. You send it from the customer’s contact page.

Who can do this

Owners, and Staff whose Team has View receivables. Without it, Send statement isn’t shown. Statements are for customers: a vendor-only contact has no Send statement.

1. Open the customer — Go to Contacts and open the customer.
2. Start the statement — Press Send statement. The Send a statement dialog opens.
3. Choose the period — In Period, choose Last 30 days, Last 90 days, This year or Custom. For Custom, pick the From and To date.
4. Choose what to show — In Show, choose Open invoices only or All activity.
5. Check the summary — The summary shows the Opening balance, Invoiced, Paid and credited and Balance due for the period.
6. Check the email — To starts with the contact’s email. The Subject and Message start from your statement email template; change them if you like.
7. Send it — Press Send statement. The statement PDF is emailed, and a toast says “Statement sent to …”.

Screenshot: The Send a statement dialog with Period, Show, the statement summary, To, Subject and Message

The Send a statement dialog with Period, Show, the statement summary, To, Subject and Message

To get the PDF without emailing it, press Download PDF instead.

What the PDF shows

• Your business, “STATEMENT”, the period, and “Statement for” the customer with their address and the balance due.
• A table of Date, Reference, Type, Charges, Payments and Balance, starting with the opening balance.
• An aging strip of what’s still owed: Current, 1–30 days, 31–60 days, 61–90 days and 90+ days.
• A “How to pay” block, when you’ve set payment instructions.

With Open invoices only, paid invoices and their payments are left out, and so is the opening balance.

Limits

• A customer with no invoices can’t be sent a statement: you see “No invoices for this customer yet.” and Send statement stays greyed out.
• The statement is worked out from your books each time. Nothing is stored except the record of the email.

Tip

Emails need your server’s email set up. If statements don’t arrive, see Email.

For more on what customers owe, see Payments.