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Create, send, and manage customer statements in QuickBooks Online

SOLVED•by QuickBooks•215•Updated 3 weeks ago

When customers have outstanding balances or invoices that will soon be overdue, you can send them a customer statement. These are gentle yet detailed reminders about upcoming deadlines.

This page will teach you how to create, send, view, and customise three types of customer statements in QuickBooks Online:

  1. Balance Forward: Lists invoices and payments with outstanding balances for a specific date range.
  2. Open Items: Lists all open, unpaid invoices from the last 365 days.
  3. Transaction Statements: Lists all transactions for the selected date range.
  1. Go to Sales and select Customers (Take me there).
  2. Tick the boxes for the customers you want to make statements for.
  3. In the Batch actions dropdown ▼, select Create statements.
  4. In the Statement Type dropdown ▼, select the customer statement type (Balance Forward, Open Item or Transaction Statement).
  5. Select the dates for the statements and the date range.
  6. Review the customer's email addresses.
  7. Select Save and close, or Save and send, or Print or Preview.

Tip: If you make changes to a transaction on a statement, the statement will automatically update to match.

  1. Go to Sales and select Customers (Take me there).
  2. Select the customer you want to see the statement for and go to the Statements tab.
  3. Select the date range from the Date dropdown.

To delete a statement, open it and select Delete.

There are a few customisation options for statements:

  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Sales tab and go to the Statements section.
  3. Select Edit ✎.
  4. Turn on the Show ageing table at bottom of statement switch.
    Note: If you like to see finance charges on your statements, select List each transaction including all detail lines.
  5. Select Save, then Done.
Have any other questions for our team?

If any of your questions were left unanswered, we'd love to hear them!
Pop over to our QuickBooks Community's discussion on sales receipts where you can ask your questions, have them answered by qualified QuickBooks Online experts, and hopefully help others with the same questions out in the process.

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