Statement of account template: format, example and how to send one
A statement of account is a summary you send a customer that lists every invoice, payment and credit in a period and ends with the balance they owe you. Unlike an invoice it does not ask for payment for one sale; it shows the whole account so both sides agree on the total. Below is a statement of account template with every field it needs, a filled-in example, and the quickest ways to produce one — including Account Ledger by Ofisx, an iPhone app that keeps each customer's account and sends the statement as a PDF from the phone.
Short answer
- What goes on it: your business details, the customer's name and account number, statement date and period, opening balance, every invoice, payment, credit note and return with date and reference, a running balance, the total amount due, an aging summary (current, 1–30, 31–60, 61–90, 90+ days) and how to pay.
- A few customers, month end at a desk: copy the template below into Excel, Google Sheets or Word.
- You already invoice in accounting software: QuickBooks, Wave and Zoho Books create customer statements from your invoices and payments.
- You record sales on credit and collections on the go: Account Ledger by Ofisx keeps the running balance per customer and shares the statement as a PDF, with WhatsApp reminders.
- Statement vs. invoice: an invoice bills one sale; a statement summarises the account. Send invoices when you sell, statements monthly or before you chase a payment.
Statement of account template (fields to copy)
Use these blocks in this order. Everything in the header is fixed per customer; the table is the account activity for the period.
| Block | Field | Example / note |
|---|---|---|
| Header | Your business name, address, phone, email | Riverside Supply Co., 214 Mill St, Dayton, OH |
| Header | Title | STATEMENT OF ACCOUNT |
| Header | Customer name and address | Hart Plumbing LLC |
| Header | Customer account number | C-0187 — lets the customer quote it when paying |
| Header | Statement date and period | Statement date Oct 31, 2026 · Period Oct 1 – Oct 31, 2026 |
| Activity | Date | One line per transaction, oldest first |
| Activity | Reference | Invoice, payment, credit note or check number |
| Activity | Description | Short text: "Invoice", "Payment — ACH", "Return" |
| Activity | Charges (debit) / Payments & credits (credit) | Two amount columns, never one column with minus signs |
| Activity | Balance | Running balance after every line |
| Summary | Opening balance, total charges, total payments, closing balance | Closing balance = opening + charges − payments |
| Summary | Aging | Current · 1–30 · 31–60 · 61–90 · 90+ days past due |
| Footer | Amount due and due date | Amount due $1,105.00 by Nov 13, 2026 (30-day terms on INV-1057) |
| Footer | How to pay | Bank details, check payable to, card/payment link |
| Footer | Dispute line | "Please tell us within 14 days if anything on this statement is incorrect." |
Statement of account example
The same customer from the account ledger example, turned into the statement you would send on October 31:
| Date | Reference | Description | Charges | Payments / credits | Balance |
|---|---|---|---|---|---|
| Oct 1 | — | Opening balance | $1,200.00 | ||
| Oct 3 | INV-1041 | Invoice — plumbing fittings | $860.00 | $2,060.00 | |
| Oct 8 | PMT-0912 | Payment — bank transfer | $1,200.00 | $860.00 | |
| Oct 14 | INV-1057 | Invoice — pipes and valves | $1,340.00 | $2,200.00 | |
| Oct 15 | CN-0033 | Credit note — 2 damaged valves | $95.00 | $2,105.00 | |
| Oct 22 | CHK-5521 | Partial payment — check | $1,000.00 | $1,105.00 | |
| Totals · amount due | $2,200.00 | $2,295.00 | $1,105.00 |
Aging for this statement: the remaining $1,105.00 belongs to invoice INV-1057 dated October 14 with 30-day terms, so it is all current (not yet past due). If you show aging, the customer sees at once which part is late — that is the part to chase.
Types of statement
Accounting software usually offers three kinds. Pick one and use it consistently, so customers learn to read it:
- Balance forward — starts from the previous closing balance and lists only this period's activity (the example above). Best for customers who buy often.
- Open item — lists only the invoices that are still unpaid, with their remaining amounts. Best when customers pay invoice by invoice.
- Transaction / activity statement — every transaction between two dates, paid or not. Best for an audit or when a customer disputes the balance.
Ways to make a statement of account compared
| Option | Best for | Builds the statement from | Statement output | Platforms | US App Store ratings (Oct 21, 2026) |
|---|---|---|---|---|---|
| Account Ledger by Ofisx | Businesses that sell on credit and record collections on the phone | Each customer's account: sales on credit, collections, partial payments, returns | PDF statement per account; export to Excel; balance and reminder via WhatsApp | iPhone (US App Store); Android on Google Play in Turkey only | New in the US store — no ratings yet |
| Intuit QuickBooks | Businesses that already invoice and keep books in QuickBooks | Invoices, payments and credit memos | Balance forward, open item or transaction statements; email or print | iPhone, Android, web | 273,010 ratings, 4.7 |
| Wave | Very small businesses invoicing in Wave | Invoices and payments | Outstanding-invoices or account-activity statements; email, print or share link | iPhone, Android, web | 6,665 ratings, 4.4 |
| Zoho Books | Businesses keeping books in Zoho | Invoices, payments and credit notes | Customer statement for a chosen period; email or PDF | iPhone, Android, web | 5,264 ratings, 4.8 |
| Excel / Google Sheets template | A few credit customers, month end at a desk | Whatever you type in | Print or save as PDF | Any computer | — |
| Word / Google Docs template | One-off statements | Typed by hand — balances are not calculated | Print or PDF | Any computer | — |
The options in detail
Account Ledger by Ofisx
You keep each customer's account in the app as you sell and collect: sales on credit, payments, partial payments and returns. At any time the running balance is ready, and the statement for that customer is shared as a PDF by WhatsApp, email or any messaging app. Data can also be exported to Excel if your accountant wants it.
It suits shops, wholesalers and distributors that sell on account and record collections away from a desk. It is not invoicing software, so the references on the statement are the ones you enter.
Intuit QuickBooks
QuickBooks creates balance forward, open item and transaction statements from the invoices, payments and credit memos already in your books, and emails or prints them in batches. Best when QuickBooks is already your accounting system.
Wave
Wave creates customer statements from invoices and payments recorded in Wave — either outstanding invoices only or full account activity for a date range — and lets you email, print or share them. Its free starter plan covers invoicing and bookkeeping.
Zoho Books
Zoho Books produces a customer statement for any period from the customer's page and emails it or downloads it as PDF. Best when your books are already in Zoho.
Excel / Google Sheets template
Copy the template fields above into a sheet: header at the top, the activity table with a running-balance formula, totals and aging at the bottom. It costs nothing and you control the layout; the risk is formulas that stop at the wrong row and the time it takes when you have many customers.
Word / Google Docs template
A word-processor template looks tidy but does no maths: every balance is typed by hand, so mistakes are easy. Fine for a one-off statement, not for a monthly routine.
How to prepare and send a statement of account
- Fix the period and the cut-off — Choose the statement date (usually the last day of the month) and include only transactions up to that date. Payments that arrive after the cut-off go on next month's statement.
- Start from last month's closing balance — The opening balance must equal the closing balance on the previous statement. If it does not, find the difference before you send anything.
- List every transaction with a reference — Invoices, payments, credit notes and returns, each with its date and number, so the customer can tick them off against their own records.
- Check the arithmetic — Opening balance + charges − payments and credits = closing balance. In a spreadsheet, check that the running-balance formula covers the last row; in an app the balance is calculated for you.
- Add aging and the amount due — Show how much is current and how much is past due, the date you expect payment and how to pay.
- Send it and ask for confirmation — Email or message the PDF and ask the customer to report differences within a set number of days. For a formal year-end check, see how to reconcile an account with a customer.
Limits — what Account Ledger does not do
- Account Ledger does not issue sales-tax invoices or keep a general ledger; if your statement must come from your accounting system, use QuickBooks, Wave or Zoho Books.
- Statements are shared as a PDF per account; the layout is the app's own, not an editable template with your own columns.
- In the US the app is on the App Store for iPhone; the Android version is on Google Play in Turkey only for now.
- It is a paid subscription after the free trial; the App Store shows current plans and prices.
Frequently asked questions
What is a statement of account?
A statement of account is a document a business sends a customer listing the invoices, payments and credits in a period, with the opening balance, a running balance and the amount the customer still owes.
What should a statement of account include?
Your business details, the customer's name and account number, statement date and period, opening balance, each transaction with date, reference and amount, the running and closing balance, an aging summary, the amount due with due date, and payment instructions.
What is the difference between a statement of account and an invoice?
An invoice requests payment for one specific sale. A statement of account summarises all invoices and payments over a period and shows the total balance; it is a reminder and a check, not a new bill.
Is there a free statement of account template?
Yes — copy the fields and the example on this page into Excel, Google Sheets or Word. Wave's free starter plan also creates customer statements from invoices you issue in Wave.
How do I make a statement of account in Excel?
Put the header block at the top, then a table with Date, Reference, Description, Charges, Payments and Balance. In the first balance cell enter the opening balance; in each next row use previous balance + charges − payments. Add totals and an aging block at the bottom and save as PDF.
How often should I send a statement of account?
Monthly is standard for customers who buy on credit. Also send one when a customer disputes a balance, before a large new order on credit, and at year end.
Can I send a statement of account from my phone?
Yes. Accounting apps such as QuickBooks, Wave and Zoho Books send statements from their mobile apps, and Account Ledger by Ofisx shares a PDF statement for any customer from the iPhone, by WhatsApp, email or any messaging app.