Statement of Account Template

What a statement of account includes

A statement of account is a summary, not a bill for a single sale. No official source we checked sets required contents for it, so the layout below is common practice.

• Your business name and contact details.
• The customer's name and address.
• The statement date and the period it covers.
• An opening balance: what the customer owed at the start.
• Dated lines for each charge and each payment, with a reference such as an invoice name.
• A balance after every line and a final amount due.

How a statement of account differs from an invoice

An invoice covers one sale and asks for payment. A statement looks back over a period. It shows several invoices, the payments received, and the total still open. If you need the single bill, use the Invoice. If you need proof of one payment, use the Receipt.

Fill in the template and download it as a PDF

Work down the editor in this order.

• Enter a statement number and the statement date.
• Add your business name, address, email and phone under "From".
• Add the customer's name and address under "Statement for".
• Set the period start and end dates.
• Add one line for each charge or payment under Transactions. Put invoice amounts under Charges and money received under Payments.
• Under the lines, enter the opening balance: what the customer owed before the first line. Leave it empty if they owed nothing.
• Under the lines, enter the payment terms in days. This sets when each charge counts as due.
• Add notes, such as how to pay or when payment is due.
• Check the preview, then download the PDF.

You type the opening balance, but never the running balance or the amount due. Those are calculated for you.

Keeping the running balance and overdue items clear

The editor works out the overdue bands for you. Payments are applied to the oldest charges first, and what is left of each charge is due on its transaction date plus the payment terms in days. The statement date is the day it is measured against. The opening balance is dated with the "Period from" date, or with the earliest line if that is empty.

The bands print under the totals as Current, then three older age bands, ending with an "over" band for the oldest debt and a Total due. Current covers amounts not yet due and those up to a month past due. If you add late fees or interest, enter them as their own charge lines. The template does not work out interest for you. In the UK, GOV.UK says interest on a late business debt is added by sending a new invoice, so it would then appear on the statement as a charge.

Using the template in Word, Excel or Google Sheets

You can copy the same columns into a spreadsheet: date, reference, charges, payments and balance. Each balance cell must add the charge and subtract the payment from the line above. One wrong formula carries through every row below it. Word is awkward for a running balance, because every figure has to be re-checked by hand whenever a line changes.

When to send a statement to a customer

Send one at the end of each billing period, often monthly. Send an extra one when a customer disputes a balance, when a payment looks late, or when they ask for a record. A clear statement helps the customer match their own books to yours.

What does a statement of account look like?

The printed PDF reads like a short ledger. The table ends with the last line, and the totals sit in a block under it: opening balance, total charges, total payments and amount due. Total payments print as a negative amount, because they reduce what is owed. The aging band follows the totals, with a short line naming the payment terms it is based on. Your notes come last.

What a statement of account must show in your region

This table comes from our research on official guidance.

Sources

• Late commercial payments: charging interest and debt recovery — When a payment becomes late
• Late commercial payments: charging interest and debt recovery — Charging interest on commercial debt
• Late commercial payments: charging interest and debt recovery — Claim debt recovery costs
• Publication 583, Starting a Business and Keeping Records
• Create and send customer statements in QuickBooks Online
• How can i change the customer statement template? (community thread, answer of 2020-10-27)
• Support for customer statements in Zoho Invoice
• Customer balance carry forward
• Free Billing Statement Template

Not legal or tax advice. This is general information about business paperwork, not legal or tax advice.

Questions