Customer Statements
A complete transaction history for one customer in a period — opening balance, every charge and payment, and the closing balance. Download it, send it, or verify it.
A customer statement is a document you send to a customer showing everything that happened on their account in a given period. It is the reconciliation tool between your books and their records — when a customer disputes their balance, the statement is the evidence.
Navigate to: Sales → Customers → select customer → Overview → View statement
Period
The statement opens for the whole history ("Beginning to present", or as at the date chosen on the Overview). Pick a preset or a custom range and it recalculates immediately.
| Preset | What It Shows |
|---|---|
| Today · Yesterday | A single day |
| This week · Last week | Calendar weeks |
| This month · Last month | Calendar months |
| This quarter · Last quarter · This half · Last half | Quarters and half-years |
| Year to date · This year · Last year | From the start of the year |
| Custom | Any start and end date you specify |
Summary Figures
At the top of the statement, four figures give the headline at a glance:
| Figure | Formula | What It Means |
|---|---|---|
| Opening balance | AR balance as of the day before the period start (zero for an all-history statement) | What the customer owed before this period began |
| Total Charges | Sum of every debit to the customer's receivable in the period — invoices, opening balances, refunds | New amounts the customer came to owe |
| Total Payments | Sum of every credit in the period — receipts, credit notes, write-offs | Cash received and credits applied |
| Closing balance | Opening balance + Total Charges − Total Payments | What the customer owes at the period end |
Below the figures, one tile per document type shows its signed total and transaction count.
Transaction Table
| Column | Details |
|---|---|
| Date | The document date (invoice date, receipt date, credit note date) |
| Description | Document number and subject. A row may carry a Possible duplicate badge. |
| Type | Invoice, Receipt, Credit note, Opening Balance, Write-off, Journal |
| Charges | Debits to the receivable — increases what the customer owes |
| Payments | Credits to the receivable — decreases what the customer owes |
| Balance | Running balance after each transaction |
The first row is always Opening balance. The running balance ends at the closing balance, so the customer can trace every change. Clicking a row opens the document.
Verification Formula
The statement is self-verifying:
Opening balance + Total Charges − Total Payments = Closing balance
The rows are the customer's AR control-account journal lines — the same lines the customer's balance on the Overview and on the Customers list are read from — so the closing balance equals that balance by construction. The page never sums a column itself.
The statement shows the receivable side only, one row per document, and it is the cleaner document to send. The Ledger tab shows every journal line on the account and is the more granular view for audit. They are built from the same posted lines.
Download Options
| Format | Use Case | What It Contains |
|---|---|---|
| Sending to the customer. Professional, formatted layout with your business letterhead. | Summary figures + full transaction table in a print-ready layout | |
| Export Excel | Internal analysis, reconciliation, or further processing. | A workbook with the summary and the rows |
| Export CSV | Importing into another system or bulk reconciliation tools. | The same rows in comma-separated format |
Sending the Statement
End of month is the most common for periodic statements.
Check that the closing balance matches what you believe the customer owes. If there is a discrepancy, investigate on the Ledger tab before sending.
Click PDF. The file is generated on demand with your letterhead.
Attach the PDF to an email from your own mail client. Individual invoices can be shared from the app directly (Share → Email or WhatsApp); the statement itself is downloaded.
Statements sent before month-end give customers time to raise disputes before the period closes. Sending on the last day of the month leaves no time for resolution. Best practice: send statements in the final week of each month and follow up on any disputes within five business days. The Reconcile tab lets you match the customer's own statement file against your books when they reply.
Related
- The customer page the statement is opened from: Customer detail and aging.
- Sending a single document instead: Sharing and reminders.
- The opening balance the statement starts from: Customer opening balances.