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8 helpful votes

Create and view customer statements

Learn how to use statements to show customers a summary of their invoices, payments, credits, and balances.

You have 3 types of statements to choose from in QuickBooks Online. Let's show you how to make them.

Make a customer statement

  1. Go to the Sales menu and select Customers.
  2. Select the checkboxes for the customer or customers you want to make statements for.
  3. In the Batch actions drop-down ▼, select Create statements.
  4. In the Statement Type drop-down ▼, select the type of statement you'd like to make.
  • Balance Forward - A list of invoices and payments with balance for date range selected
  • Open Item - Open unpaid invoices from the last 365 days
  • Transaction Statement - A list of transactions between the selected dates
  1. Fill in the date fields and select Apply.
  2. Select SaveSave and closeSave and send, or Print or Preview.

View statements you created already

  1. Go to the Sales menu and select All Sales.
  2. Select the Filter drop-down▼ menu. Then, in the Type drop-down▼, select  Statements.
  3. Select the Date drop-down▼, and which option you'd like to use.
  4. Select the Customer drop-down▼, then All, or the customer you'd like to see statements for.

Customise your statements

You have a few options if you'd like to customise your statements. Go to your preferences to see those options.

  1. Go to Settings ⚙️ and select  Account and Settings.
  2. Select the Sales tab and scroll to the bottom to  Statements.
  3. Select Edit ✏️.
  4. Select either "List each transaction as a single line" or "List each transaction including all detail lines".
  5. Turn "Show ageing table at bottom of statement" On or Off by selecting the checkbox.
  6. Select Save.

Common questions about statements

How do I delete a statement?

Open the statement. From the bar at the bottom of the page, select Delete.

How do I edit a statement?

If you make a change to a transaction, the statement will update to match it. You can also customise the statement using the steps above.

Why are some customers missing when I try to make statements?

There are a few reasons this can happen. If you use the steps above, the statement window will tell you why your customers are missing.

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