Free Statement of Account Generator
Turn your open invoices into a professional statement of account for every customer: their open invoices, days overdue, an aging summary, the total due and how to pay, with your logo. Print one or all of them as PDF, and copy a ready-to-send email. Free, no signup, your data never leaves your browser.
Doing this every month-end?
A free Make scenario can pull the open invoices from Xero on the first of every month, email each customer their statement, send the reminders that are due, and send you the aging summary, without anyone exporting a file.
See the receivables automation Start free on MakeAffiliate link: if you sign up to Make through it, The Gantry may earn a commission at no extra cost to you. Receivables tracked across spreadsheets, inboxes and memory? Book a free 20-minute systems review.
What a statement of account is
A statement of account is a summary of a customer's account with you as at a date: the invoices still open, any credits, and the total they owe. An invoice asks for payment for one sale; a statement shows the whole picture, so the customer's accounts team can check it against their own records and pay everything that is due in one run.
What to include
- Your business name, address and UEN, and the words "Statement of Account"
- The statement date and the customer's name
- Each open invoice with its date, number, due date and amount due, and any credit notes
- The total due, and how much of it is overdue
- An aging summary (current, 1–30, 31–60, 61–90, 90+ days)
- Your payment details, and who to contact about a query
Open-item or balance-forward?
An open-item statement lists only the invoices still unpaid, which is what this tool produces and what most trade customers prefer: every line is something to pay or to query. A balance-forward statement starts from last month's balance and lists every invoice and payment since. It shows more history, but makes the customer do the matching.
When to send statements
Send them in the first few days of the month, before your customers' payment runs, to every customer with a balance, not only the late ones. Statements catch invoices that never reached the right person, payments applied to the wrong invoice, and disputes nobody mentioned. They also make your year-end audit easier, because balances customers have already seen are rarely questioned. For the late ones, follow up with the free Overdue Invoice Reminder Writer; the order-to-cash guide shows where statements fit in the wider process.
Questions
What is the difference between an invoice and a statement of account? An invoice requests payment for a particular sale. A statement of account summarises all the open invoices and credits on a customer's account at a date, with the total owed.
Can I make statements for all my customers at once? Yes. "Print all statements" puts every customer's statement on its own page, so you can save one PDF or print the lot.
Does it work with Xero and QuickBooks? Yes. Export the aged receivables or open invoices report to CSV or Excel and drop it in, or paste the rows. Any spreadsheet with a customer, amount due and date column works too.
Is my customer data safe? The file is read inside your browser and never uploaded or stored. Only your own business details are remembered for next time.
More free tools that do the work: the invoice and receipt generators, the profit margin calculator and the timesheet calculator.
