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Create and send customer statements in QuickBooks Online

by Intuit Updated 1 month ago

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

When customers have outstanding balances or invoices that will soon be overdue, you can send them a customer statement. These are gentle, detailed reminders about upcoming deadlines. There are three types of customer statements in QuickBooks. Here's how to create Balance Forward, Open Item, and Transaction Statements.

Create a customer statement

  1. Go to Sales and select Customers (Take me there).
  2. Select the checkboxes for the customers you want to make statements for.
  3. From the Batch actions dropdown ▼, select Create statements.
  4. From the Statement Type dropdown ▼, select the customer statement type:
    • Balance Forward: Lists invoices and payments with outstanding balances for a specific date range.
    • Open Item: Lists all open, unpaid invoices from the last 365 days.
    • Transaction Statement: Lists all transactions for the selected date range.
  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 change a transaction on a statement, the statement will automatically update to match.

View current customer statements

  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 the Delete option.

Customise your statements

There are a few customisation options for statements:

  1. Go to Settings Settings gear icon.. Then, select Account and settings.
  2. Select the Sales tab.
  3. In the Statements section, select the pencil ✎ icon to edit.
  4. Turn on the Show ageing table at bottom of statement.
    Note: If you like to see finance charges on your statements, select List each transaction including all detail lines.
  5. Select Save. Then, select Done.
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