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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.

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Create a customer statement

  1. Go to Customers (Take me there).
  2. Select the customer you want to make statements for. 
  3. Select the New transaction ▼ dropdown, then select Statement.
  4. Review the customer’s email address, then select Save and close.
    Note: You can download your customer's statement by selecting Print or Preview, then selecting Download. The file will be downloaded to your computer in a PDF format.

Create multiple statements for your customers

  1. Go to Customers (Take me there).
  2. Select the checkboxes 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: 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 date range from the Date ▼ dropdown.
  6. Review the customer's email address(es).
  7. Select SaveSave and closeSave 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 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.

Customize your statements

There are a few customization 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 aging 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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