Statement of Account Template
A statement of account (also called a customer statement or account statement) is a summary a supplier sends a customer showing every invoice, payment and credit note on the customer's account over a period, usually a month, with the balance carried forward and the balance now owed. It does not create a new charge: each line points to a document that already exists. Suppliers send statements to customers who buy regularly on credit, so both sides can check that their records agree and see which invoices are still open or overdue. It is different from an invoice, which bills one sale, and from a remittance advice, which the customer sends to say what a payment covers. The download is an editable HTML file with fields for your business and the customer, the statement date and period, an account number, a table of dated transactions with charges, payments and a running balance, an aging summary, the closing balance due and payment instructions. Fill it in your browser, check the arithmetic, then print it or save it as PDF.
Preview this editable document
Download the HTML file to edit its fields, then print or save as PDF. Totals are entered manually.
What This Template Includes
- Statement date
- Statement period (from and to)
- Customer account number
- Opening balance brought forward
- Closing balance due
- Aging summary: current, 1-30, 31-60, 61-90 and over 90 days past due
- Amount overdue now
- Payment instructions
- Contact for account queries
How to fill in this Statement of Account
- Download the template. It opens as an editable HTML file in your browser.
- Replace each bracketed field with your details. Totals are not calculated for you, so check the arithmetic.
- Print it or save it as a PDF from your browser. InvoiceQuickly does not create or store this document type.
Payment terms and the statement of account
A statement does not set new payment terms. Each invoice listed keeps the due date it was issued with, and the statement shows which of those dates have passed. State the amount overdue separately from the total balance, because a customer on net 30 terms does not yet owe the invoices issued in the last 30 days. If you charge late payment interest, the statement can show interest already invoiced, but adding a new charge belongs on an invoice or interest notice, not only on the statement. Send statements on a fixed day each month so customers can plan their payment runs around them.
Tax and the statement of account
A statement of account is not a tax invoice and does not charge VAT, GST or sales tax. Tax is charged on the invoices and reduced by the credit notes the statement lists, and customers reclaim VAT or GST from those documents, not from the statement. Show amounts on the statement as the gross figures from each invoice, including tax, so the balance matches what the customer actually owes. In England and Wales, a claim for an unpaid debt under a contract generally has to be brought within six years (Limitation Act 1980, section 5), and the clock restarts only if the customer acknowledges the debt in a signed written document or makes a payment (sections 29 and 30); a statement you send yourself does not restart it. Other countries have different time limits. This is general information, not legal or tax advice. Last reviewed: October 2026.
Industry context (2026)
Statements of account belong to trade credit: selling now and letting the customer pay later on terms such as net 30. When a customer buys several times a month, invoices, part payments and credit notes pile up, and the customer's accounts payable records and the supplier's accounts receivable records drift apart. A monthly statement is the routine check that keeps them aligned, and it is often the first prompt before formal chasing. Statements also matter for time limits on debts. In England and Wales, a contract debt generally cannot be sued for after six years (Limitation Act 1980, section 5), but a payment by the customer or a written acknowledgment the customer signs restarts the period (sections 29(5) and 30(1)). A supplier's own statement is not an acknowledgment by the customer; a balance confirmation the customer signs and returns can be. Rules differ in other jurisdictions, so treat this as an example of why records of statements and replies are worth keeping.
Worked example
Worked example (illustrative figures, net 30 terms, aging counted in days past the due date). Ridgeway Print Co sends Fieldstone Dental a statement dated 31 October 2026 for 1 to 31 October. 1 Oct, balance brought forward: INV-0388 of 15 August, due 14 September, $1,240.00; running balance $1,240.00. 6 Oct, INV-0402, charge $860.00; balance $2,100.00. 14 Oct, payment ref ACH-7781 applied to INV-0388, $500.00; balance $1,600.00. 20 Oct, INV-0415, charge $1,975.00; balance $3,575.00. 24 Oct, credit note CN-0031 against INV-0415 for misprinted brochures, $300.00; balance $3,275.00. Closing balance due: $3,275.00. Check: open items are INV-0388 $740.00 ($1,240.00 − $500.00), INV-0402 $860.00 and INV-0415 $1,675.00 ($1,975.00 − $300.00), and $740.00 + $860.00 + $1,675.00 = $3,275.00. Aging: current $2,535.00 (INV-0402 due 5 November, INV-0415 due 19 November); 1-30 days $0.00; 31-60 days $740.00 (INV-0388, 47 days past due); over 60 days $0.00. Amount overdue now: $740.00. The statement asks Fieldstone to pay $740.00 now, and shows that the other $2,535.00 falls due in November.
Common mistakes to avoid
No opening balance
A statement that lists only this month's invoices hides older unpaid ones. Always carry the closing balance from the last statement forward as the first line.
Payments without invoice references
A $500.00 payment shown without saying which invoice it was applied to leaves the customer guessing which invoices are still open. Show the payment reference and the invoice it settled.
Mixing overdue and not-yet-due amounts
Demanding the full $3,275.00 when only $740.00 is overdue irritates customers who are paying on time. Separate the overdue amount and show the aging.
Treating the statement as an invoice
Adding new charges only on a statement, with no invoice behind them, gives the customer nothing to approve or reclaim tax on. Invoice the charge first, then let it appear on the statement.
Balances that do not add up
Statements built by hand often carry a running-balance error forward. Check that the closing balance equals the sum of the open items before sending.
Invoicing Tips
- 1Start with the opening balance from the previous statement, so the customer can tie this month's statement to last month's.
- 2List every document in date order with its reference number: invoice numbers, payment references and credit note numbers. A line that says only 'Payment' cannot be matched.
- 3Keep a running balance in the last column and check that the closing balance equals the open invoices less unapplied credits.
- 4Say whether aging buckets count days past the due date or days since the invoice date. They give different answers, and customers will ask.
- 5Show the overdue amount on its own line so the customer knows what to pay now and what is not yet due.
- 6Add a tear-off or reply section listing the open invoices, so the customer can mark which ones they are paying and send it back as a remittance advice.
- 7If the customer disputes a line, note the dispute on the next statement instead of dropping the line, until a credit note or payment settles it.
Related Resources
- All invoice and business document templates: remittance advice, receipts, credit notes and past due invoices
- Aging report: how receivables are grouped by days outstanding
- Accounts receivable: glossary definition
- How to handle partial payments: showing part-paid invoices on a statement
- Reconciliation: matching your records with the customer's
- Late payment guide: what to do when the statement shows overdue invoices
Frequently Asked Questions
What is a statement of account?
A statement of account is a summary a supplier sends to a customer listing the invoices, payments and credits on the customer's account over a period, with the opening balance, a running balance and the closing balance owed. It helps both sides confirm that their records agree.
What is the difference between a statement of account and an invoice?
An invoice bills a specific sale and creates the amount owed, with its own due date and tax. A statement lists invoices already sent, together with payments and credits, and shows the total balance. It does not create a new charge, and the customer pays the invoices, not the statement.
How often should I send a statement of account?
Monthly is the usual rhythm for customers who buy on credit, typically at month end. Some suppliers also send one on request, before chasing an overdue account, or when a customer's records and theirs do not agree.
What should a statement of account include?
Your business and the customer's details, the statement date and period, an account number, the opening balance, each invoice, payment and credit note with its date, reference and amount, a running balance, the closing balance, the amount overdue, an aging summary and how to pay.
What is an aging summary on a statement?
It splits the balance by how long each amount has been outstanding, usually current (not yet due), 1 to 30 days past due, 31 to 60, 61 to 90 and over 90 days. It shows the customer at a glance which invoices are late and by how much.
Is a statement of account the same as a bank statement?
No. A bank statement is the bank's record of money moving in and out of your account. A statement of account is your record of what a particular customer has been invoiced, has paid and still owes.
Can InvoiceQuickly create a statement of account?
No. InvoiceQuickly has no statement feature. Each invoice shows its payments and remaining balance on every plan, and on Pro a client can see their invoices and receipts in the client portal, but there is no running-balance statement, aging summary or statement email. The Pro CSV export has no amount-paid or balance column, so use each invoice's payment history to fill in this template.