Create and send customer statements in QuickBooks Online

Customer statements are friendly, detailed reminders about upcoming payment deadlines for customers who have unpaid balances or invoices that are about to become overdue. QuickBooks Online lets you create and send three types of ‌statements. When you send a statement, it also includes transactions from any of the customer's sub-customers that are set to be billed to them.

Types of customer statements

QuickBooks offers three types of customer statements:

1. Balance Forward: shows a customer their invoices, payments, and current balance for a specific period.
2. Open Item: lists all unpaid invoices for the last year from a specified date.
3. Transaction Statement: shows all transactions during a specific period.

Prerequisite: set up your statement settings

Before creating statements, decide how charges should be listed in your statement settings. You can choose to list each transaction on one line or show finance charges and other details for each transaction. 

Create and send a customer statement

1. Follow this link to complete the steps in product
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

• Save a Copy: To make a PDF copy for your records, select Print or Preview.
• View Past Statements: You can view past statements in the customer’s Statements tab.
• Automatic Updates: Any changes made to a transaction listed on a statement will automatically update the statement.

Review and edit past customer statements

You can review, resend, print, or delete past customer statements. Follow this link to complete the steps in product

1. Select the customer whose statements you want to review.
2. Select the Statements tab.
3. Choose your desired date range from the Date ▼ dropdown.
4. Select the specific statement you want to review.
5. To email the statement as a PDF attachment to one or more recipients, select Send. After composing the email, select Send statement.
6. To open the statement as a PDF file for printing or downloading, select Print or Preview.
7. To delete the statement from QuickBooks Online records, select Delete.

Related links

• Manage outstanding balances for customers and vendors in QuickBooks Online
• Use the bill parent customer option on invoices in QuickBooks Online