Create and send customer statements in QuickBooks Online

Customer statements allow you to remind customers about upcoming payment deadlines, unpaid balances, or overdue invoices. You can generate these statements to list transactions, finance charges, and sub-customer activity, ensuring your accounts receivable records are transparent and up to date.

Types of customer statements

QuickBooks Online supports three specific statement formats:

• Balance Forward: Lists invoices, payments, and the current balance for a specific date range.
• Open Item: Lists all unpaid invoices from a specific start date to the present.
• Transaction Statement: Lists all transactions recorded within a specific date range.

Prerequisite: Configure statement settings

Before generating statements, you must define how transaction details appear:

1. Go to Settings ⚙, then select Account and settings.
2. Select the Sales tab.
3. In the Statements section, select List each transaction as a single line or List each transaction including all detail lines.
4. Turn on Show ageing table at bottom of statement switch if required.
5. Select Save.

Create and send a statement

Follow these steps to generate statements for specific customers:

1. Go to All apps , select Customer Hub, then select Customers (Take me there).
2. Select the checkbox next to each customer you want to send a statement.
3. Select the Batch actions ▼ dropdown, then select Create Statements.
4. In the Statement type ▼ dropdown, select Balance Forward, Open Item, or Transaction Statement.
5. Set the Statement date, Start date, and End date.
   Note: If a customer has no activity matching the criteria within this date range, QuickBooks will not generate a statement for them.
6. Verify the email address in the Email Address field.
7. Select Save and send.
8. Review the preview window, then select Send.

Important: If a sub-customer is set to "Bill parent customer", you must create the statement for the parent customer to include the sub-customer's transactions.

Review and manage past statements

You can view, reprint, email, or delete statements that you have already generated.

1. Go to All apps , select Customer Hub, then select Customers (Take me there).
2. Select the customer name to open their profile.
3. Select the Statements tab.
4. Select the Date ▼ dropdown to filter the list.
5. Locate the specific statement and perform one of the following actions:
   • Send a PDF: Select Send to email the statement as an attachment.
   • Print or Download: Select Print or Preview to open the PDF.
   • Remove: Select Delete to remove the statement record from QuickBooks.

Note: Statements automatically update to reflect changes made to the underlying transactions.

Related links

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