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Create and send customer statements in QuickBooks Online

by Intuit•39• Updated about 4 hours 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:

Balance Forward lists invoices, payments, and the customer’s current balance for a specific date range.
Open Item (Last 365 days) lists all open, unpaid invoices from the last 365 days of a specified date.
Transaction Statement lists all transactions that have taken place for a specific date range.

If your sub-customers are marked as Bill parent customer, you can make a statement for the parent customer. This statement will show all invoices for both the parent and the sub-customer. However, if a sub-customer isn't billed to the parent, customer statements for the sub-customer will only include invoices for that customer.

Create a customer statement

Go to Sales and select Customers (Take me there).
Select the customer you want to make statements for.
Select the New transaction ▼ dropdown, then select Statement.
Select the statement type you want to create.
Select the Start date and the End date.
Double-check the customer’s email address.
Select Save and send.
Review the statement and select Send.

Create statements for multiple customers

Send a statement listing all transactions between two dates to more than one customer at once.

Go to Sales and select Customers (Take me there).
Check each customer you want to create a statement for.
Select Batch actions and then Create statements.
Select the statement type you want to create.
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.
Double-check each customer’s email address.
Select Save and send.
Select Send.

Review and edit past customer statements

Go to Sales and select Customers (Take me there).
Select the customer whose statements you want to see.
Select the Statements tab.
Select the date range from the Date ▼ dropdown.
To review a specific statement, select it from the list.
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. To delete the statement from QuickBooks Online’s records, select Delete, then Yes.

Any changes to a transaction listed on a statement automatically update the statement.

Customise your statements

There are a few customisation options for statements:

Go to Settings and select Account and settings.
Select the Sales tab.
Select Statements.
Choose whether to list transactions as one line each, or to show finance charges and other details for each transaction.
To list amounts owed by how many days they’re overdue, turn on Show ageing table at bottom of statement.
Select Save. Then, select Done.