Statement of Account: Show Customers Exactly Where They Stand
A Statement of Account (SOA) is a periodic summary of one customer's ledger — it doesn't bill anything new, it lays out what happened: the opening balance they owed at the start of the period, every invoice (charge) and confirmed payment (credit) in date order with a running balance, the closing balance they owe today, and an aging summary showing how overdue the open invoices are. B2B clients typically expect one monthly so their accountant can reconcile it against their own books.
Viewing a Statement
Open it from the Customers list (statement icon), a customer's edit page, an invoice's Customer Actions card, the AR Aging report, or Open Balances. The default view covers the last 90 days; use the presets (This month, Last month, Last 90 days, All) or pick your own dates. Activity before the chosen period is rolled into the opening balance — nothing is lost by narrowing the window.
What's Included
- Invoices with status pending, partial, or paid — drafts and voids are excluded.
- Confirmed payments only. Payments a customer submitted that you haven't confirmed yet (and rejected ones) do not reduce the statement balance.
- Uninvoiced orders — credit sales that never got an AR invoice — are included by default and badged "Order" so nothing the customer owes goes missing. They have no due date, so they're listed under the aging table on their own line rather than in the buckets. Untick "Include uninvoiced orders" for an invoices-only statement.
- Quotations never appear — a quote isn't a receivable. Once converted, it shows up as its invoice.
Sending and Sharing
- Click Send Statement. For company customers, pick which contact person receives it (the primary contact is preselected) or choose "Other email…" to type an address.
- The email summarizes the period — opening balance, charges, payments, closing balance, and any overdue amount — with a View Full Statement button.
- The link opens a branded statement page (your logo, business details, the customer's TIN for companies) that needs no login. Each open invoice on it links to its own payment page, so the customer can settle any line directly.
- Print opens the same page in a print-ready layout — use the browser's "Save as PDF" for an attachment.
The statement link is live: revisiting it always shows the current ledger. The emailed summary states its "as of" date, and its link opens on the emailed period. Every send is recorded in the audit log with the recipient and closing balance.
Reading the Aging Table
Current is open invoice value not yet due. The 1–30, 31–60, 61–90, and over-90 columns split the overdue balance by how many days past the invoice due date it is — the further right, the more urgent the follow-up. These numbers always match the AR Aging report for the same date.
Automatic Monthly Statements
Turn on Send monthly Statements of Account under Accounting → Settings → Reminders (in the Customer Invoice Reminders section). On the 2nd of each month, every customer with an open balance is automatically emailed their statement for the previous month — company customers receive it via their primary contact person. Customers with no email on file are skipped, each customer receives at most one statement per month even if the job runs twice, and every send is recorded so you can see who was statemented and for how much.