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Create and send customer statements in QuickBooks Online

by Intuit•1014• Updated 6 days ago

When a customer has an outstanding balance or invoices that will soon be overdue, remind them with a customer statement. These are gentle, detailed reminders about upcoming deadlines.

There are three types of customer statements in QuickBooks: 

  • Show a customer their invoices, payments, and current balance for a specific period with a Balance forward statement.
  • List all unpaid invoices for the last year from a specified date with an Open item statement.
  • Show all the transactions during a specific period with a Transaction statement.

Note: When you send a customer a statement, the statement also includes transactions involving any of their sub-customers that are set to bill them.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view Open this link in a new window

Prerequisites

Before you create any statements, decide how you want to list charges on your statement in your account settings. You can list transactions as one line each, or show finance charges and other details for each transaction.

Follow this link to complete the steps in product

Create a customer statement

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Check the box next to each customer you want to send a statement‌ to.
  3. Select Batch action, then Statement.
  4. Select the statement type you want to create.
  5. Select the Start Date and the End Date. If a customer isn't eligible for a statement of the selected type within that period, they will be left out.
  6. Double-check the customer’s email address.
  7. Select Save and send.
  8. Review the statement and select Send.

Next steps

To make a PDF copy of the statement for your records, select Print or Preview.

After you’ve sent a customer a statement, you can view it again in the customer’s Statements tab. Any changes to a transaction listed on a statement automatically update the statement.

You can edit past customer statements.

  1. Follow this link to complete the steps in product
  2. Select the customer whose statements you want to see.
  3. Select the Statements tab.
  4. Select the date range from the Date ▼ dropdown.
  5. Select the statement you want to review.
    1. To compose an email to one or more recipients with the statement attached as a PDF, select Send. When you’re done, select Send statement.
    2. To open the statement as a PDF file to print or download, select Print or Preview.
    3. Follow this link to complete the steps in product
    4. Select the customer whose statements you want to see.
    5. Select the Statements tab.
    6. Select the date range from the Date ▼ dropdown.
    7. Select the statement you want to review.
      1. To compose an email to one or more recipients with the statement attached as a PDF, select Send. When you’re done, select Send statement.
      2. To open the statement as a PDF file to print or download, select Print or Preview.
    8. To delete the statement from QuickBooks Online’s records, select Delete.

To delete the statement from QuickBooks Online’s records, select Delete.

Related links

QuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

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