A statement of account summarizes a customer's opening balance, invoices, credits, payments and closing balance for a stated period.
Send it when a customer needs a consolidated view or before collection escalation, but keep each underlying invoice independently accessible.
Statement of account template example
| Date | Reference | Description | Debit | Credit | Balance |
|---|---|---|---|---|---|
| 1 Aug | Opening | Opening balance | $500 | $500 | |
| 4 Aug | IC-2041 | Invoice | $900 | $1,400 | |
| 10 Aug | PAY-881 | Payment received | $700 | $700 | |
| 18 Aug | IC-2054 | Invoice | $300 | $1,000 |
The statement period, opening balance, invoices, credits, payments, and closing balance should reconcile to the customer account. A statement of accounts is not a replacement invoice. Whether the statement template is in Excel, Google Sheets, or PDF, keep links or references to the underlying records.
Reconcile the statement before sending it
Choose a cutoff date and include the opening balance, invoices, credits and allocated payments through that date. A payment received after the cutoff may explain why the customer sees a different balance. Show the relevant references so accounts payable can match its records. A statement summarizes activity; it should not introduce new charges or replace invoices the buyer still needs.
Example
The August statement shows a $500 opening balance, two new invoices totaling $1,200, a $700 payment and a $1,000 closing balance.
What to watch for
A statement is not a replacement invoice or automatic proof that every listed charge is valid.
Put the next step into practice
Read our guide to credits, refunds and debit notes for the related workflow. Explore Invoice Crowd customer invoicing to see the product capabilities relevant to your setup.
