Create and send customer statements in QuickBooks Desktop

Learn how to send statements to your customers to show them summaries of their invoices, payments, credits, and balances.

A statement is a summary of your customer's account, listing recent invoices, credit memos, and payments received. A reminder statement can be created and sent to your customers to show how much they owe on each invoice.

Create a billing statement

Note: You can only review up to 4,500 customer records when you create statements. If you have more than 4,500 customers, you'll need to select them manually.

1. Go to Customers and select Create Statements.
   Notes:
   • You must have an Accounts Receivable account and one customer set up before you can create statements. To create an Accounts Receivable account:
     • Go to Lists and select Chart of Accounts.
     • Follow the next steps to create a new account.
2. Select the appropriate A/R Account.
   Note: QuickBooks displays the A/R Account field only when your Chart of Accounts contains more than one A/R Account.
3. Select the Statement Date.
4. In the Statement Period From field, select the date range for the transactions.
   Note: You can specify the dates, or you can select All open transactions as of Statement Date.
5. From the Select Customers section, select the appropriate option for the customers you want to print statements for.
6. From the Select Additional Options section, select the required options.
7. Select Print or E-mail depending on how you want to send the statements to your customers.

Note: Statements will automatically include available key details such as the invoice number, due date, original amount, and invoice memo.

If the Email button doesn't work

If when creating statements, the Email button doesn't work (no error message, the email simply does not send), follow the steps below:

1. Ensure that all preferences are appropriately selected to generate a statement:
   • The appropriate customer is selected.
   • The customer should have an invoice or sales receipts within the statement period or before the statement date.
   • If the desired customer has a zero balance, under Do not create statements: the checkbox with a zero balance should be unchecked.
2. For Template, select Intuit Standard Statement.
3. If the Create One Statement is blank, select Per Customer or Per Job from the ▼ dropdown.
4. Ensure that the customer has a working email address set up, and that all the email preferences are appropriately chosen:
   1. From the Edit menu, select Preferences.
   2. Select Send Forms.
   3. Check if the email address setup is working, then select OK.
5. If the emails still fails, the issue may be an overflow error.
   1. Ensure you are on the Create Statements window. In the Do not create statements: section, select the with a balance less than checkbox.
   1. Change the input to 0.00.
   2. Re-send the email.

Note: If the steps above don't resolve your issue, there may be an issue with your email service.