Free Statement of Account Generator

What is a statement of account?

A statement of account (also called a customer statement or account statement) is a summary you send to a customer showing their activity with you over a period, usually a month. It lists invoices issued, payments received, credits applied and the balance still owed. Unlike an invoice, which bills for one sale, a statement pulls everything together so the customer can see their whole account at a glance.

When do you need one?

• Customers on credit terms who receive several invoices a month and pay on account.
• Month-end reminders. A statement is a polite, factual nudge that lists everything outstanding. For wording ideas, see how to ask for payment.
• Reconciliation. Customers' accounts teams compare statements against their own records to catch missing invoices or unapplied payments.
• Collections. When an account is overdue, an aged statement shows exactly how old each balance is.
• Audit and year-end. Auditors and finance teams often request a statement to confirm balances.

Open-item vs balance-forward statements

There are two common styles. An open-item statement lists only the invoices that are still unpaid, each with its open amount, and totals them into the balance due. A balance-forward statement starts with the opening balance from the last statement, adds new invoices, subtracts payments and credits received in the period, and ends with a closing balance. Open-item statements are simpler for customers who pay invoice by invoice; balance-forward statements suit accounts with frequent small transactions. The sample on this page uses the open-item style.

What to include on a statement of account

1. Statement number and statement date
2. Your business name, contact details and logo
3. Customer name, account number and billing address
4. The statement period, e.g. "September 1 – October 31, 2026"
5. Opening balance carried forward (if any)
6. Each invoice: number, date, due date and amount
7. Payments and credit notes received during the period
8. Closing balance due
9. Aging summary: current, 1–30, 31–60, 61–90 and 90+ days
10. Payment instructions and a request to pay or reconcile

Worked example

Brightline Print Co. has three open invoices with a customer at the end of October. Its statement SOA-2026-10, dated November 1, lists each invoice as a line:

The aging tells the customer that $1,250 is more than 30 days overdue, $780 is recently overdue and $2,140 is not yet due. The notes ask for payment within 15 days and invite the customer to flag any differences.

Tips and common mistakes

• Match your invoice numbers exactly. The customer will look up each one; a typo causes delays.
• Apply payments before you send. Nothing annoys a customer more than a statement showing an invoice they already paid.
• Show partial payments. If an invoice is partly paid, list only the open amount, or note the payment in the description.
• Send on a regular schedule. Monthly statements on the same date set expectations and speed up payment.
• Include the age of each balance. Aging turns a list of numbers into a clear priority for the customer's accounts team.
• Keep the tone neutral. A statement is a record, not a demand letter. If an account stays overdue, consider charging a contractual late fee using the late fee calculator.

How to use the statement of account generator

1. Enter your business details and upload your logo.
2. Add the customer's name, account number and address.
3. Set the statement number and statement date; mention the period in the notes or first line.
4. Add one line per open invoice, with the invoice number, date, due date and age in the description, quantity 1 and the open amount as the rate.
5. Check the total balance due, adjust the payment request in the notes, choose a design and download the PDF.

Need to issue a new bill first? Create it with the invoice generator, then include it on next month's statement.