Statement of account template

Customer statement template: invoices, payments and credits by date with a running balance and the balance due; add lines from saved invoices.

Free generators

  • Invoice INV-1001
  • Payment received
  • Invoice INV-1002

Preparation guide

A statement of account lists a customer's invoices, payments and credits over a period, with the balance after each, and ends with the balance still owed. It tells the customer what is open; it does not replace the invoices on it.

Deliverables and line items
Invoice INV-1001, Payment received, Invoice INV-1002: list each invoice, payment and credit by date, with its document number.
Period and balance brought forward
Give the statement date and the period it covers, and carry over the balance from the previous statement.
Charges and payments
Enter each invoice under charges and each payment or credit note under payments and credits, at the amount on the document itself. "Add from my documents" copies those amounts from your saved documents for this customer.
Scope to agree
List every invoice, payment and credit note for the period by date from the balance brought forward, and state the balance due.
  • Check the statement period, the balance brought forward and that every payment received is listed.
  • List each invoice once, at the total it was issued for, and each credit note with the payments.
  • Say how the customer can pay the balance due, and quote the numbers of any invoices past due.

  1. Collect the period's documents

    Example: list "Invoice INV-1001" and every other invoice, receipt and credit note for the customer in the period, oldest first.

  2. Check the running balance

    Confirm the balance after each line, including "Invoice INV-1002", matches your accounts for this customer.

  3. Send and follow up

    Send the statement with the balance due and payment terms, then follow up on invoices past due.

What the document must show

These details make a statement of account easier to approve and to file.

  • Your company name and address
  • The customer's name
  • Statement date and period
  • Balance brought forward
  • Each invoice, payment and credit with date and number
  • Running balance and balance due

A statement adds no tax of its own: each line carries an invoice, a payment or a credit at the amount on that document, and the balance runs on from the balance brought forward.

Frequently asked questions

Statement of account template: what should it include?
Start with the lines this template already carries — Invoice INV-1001, Payment received, Invoice INV-1002 — and replace them with the invoices, payments and credits for this customer in the period, or add them from your saved documents. Then check the required details above, especially the balance brought forward and the balance due.
How is tax calculated on this template?
A statement adds no tax of its own: each line carries an invoice, a payment or a credit at the amount on that document, and the balance runs on from the balance brought forward.
What is the difference between a statement and an invoice?
An invoice asks for payment for one sale. A statement lists invoices, payments and credits over a period and shows what is still owed; it does not replace the invoices.
Is this template free?
Yes. Editing and PDF export are free with an account; there is no payment step and no watermark on the document.
Can I download it as Excel, Word or PDF?
Yes. The spreadsheet and the Word file download straight from this page, and the spreadsheet keeps its formulas, so changing a charge or a payment updates the running balance and the balance due. For PDF, open the template and use Print / PDF.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.