Send a customer a statement

A statement lists a customer’s invoices, payments, credits and refunds over a period, with a running balance and what’s still due. It helps them match your records to theirs and pay everything in one go.

Who can do this

Owners, and Staff whose Team has View receivables. Without it, Send statement isn’t shown.

1. Open the dialog — Open the customer’s contact page and press Send statement. You can also choose Send statement from a customer’s row menu in Receivables. The Send a statement dialog opens.

2. Choose the period — Under Period, pick Last 30 days, Last 90 days, This year or Custom. For Custom, set From and To date.

3. Choose what to show — Under Show, pick Open invoices only or All activity.

4. Check the summary — It shows the Opening balance on the start date, Invoiced, Paid and credited and Balance due for the period.

5. Write the email — Check To, the Subject and the Message. They start from your Statement email template.

6. Send or download — Press Send statement to email the PDF. The toast reads “Statement sent to” the address. Or press Download PDF to save the same PDF without emailing it.

Screenshot: The Send a statement dialog with Period, Show, the summary and the email fields

The Send a statement dialog with Period, Show, the summary and the email fields

When you send it, the contact’s timeline records it.

What the statement PDF shows

• Your business, STATEMENT, the period, who it’s for with their address, and the Balance due.
• A table of Date, Reference, Type, Charges, Payments and Balance, starting with Opening balance. Credit shows as a credit line and refunds as their own line.
• An age strip — Current, 1–30 days, 31–60 days, 61–90 days and 90+ days — for what’s still owed.
• A How to pay block, if you’ve set payment instructions in Settings.

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

Tip

The PDF always prints in light colours, whatever theme you use in Spine.

If the customer has no invoices yet, Send statement is turned off and the dialog says “No invoices for this customer yet.” To email statements, email has to be set up — see Email.