How the customer statement generator works
Last updated 10 November 2026
A statement lists every invoice and payment on a customer’s account and ends with the balance. Customers often pay faster when they can see everything in one place.
How it works
- Enter transactions oldest first.
- Balance after a line = previous balance + invoiced − paid.
- The closing balance is the amount owing.
Worked example
With the starting figures:
- The example account shows R 6 300.00 invoiced and R 2 000.00 paid.
- The balance owing is R 4 300.00.
What a statement is for
An invoice asks for payment for one job. A statement lists every invoice and payment on a customer's account and ends with the balance owing. It is useful at month end, before a call about an overdue amount and when a customer says they cannot find an invoice.
How to fill it in
- Add your business details and the customer's details.
- Enter the transactions, oldest first, as invoices or payments with dates and references.
- Check the balance after each line and the closing balance.
- Print the statement or save it as a PDF.
How the balance is worked out
The balance after each line equals the previous balance plus what was invoiced minus what was paid. The closing balance is the amount owing. The order of the lines matters, so enter them in date order. Credit notes can be entered as payments or reductions, depending on how you handle them.
Make it easy to pay
Add your banking details and a payment reference so the customer knows how to pay and how to match the payment to the account. A clear statement avoids back-and-forth. If an account is overdue, the payment reminder generator helps you write a polite letter.
Privacy
Everything you type stays in your browser. Nothing is stored or sent to a server, so close the page only after you have printed or saved the PDF. To save a PDF, use your browser's print dialog and choose Save as PDF.
When to send a statement
Many businesses send statements at the end of each month to customers with open invoices. Some send one when an account becomes overdue. A statement is also useful when a customer disputes the balance, because it lists every invoice and payment in date order. Check each line against your own records before you send it.
Things to watch
- Check the order of the lines. Dates are shown as you enter them.
- Use the browser’s print dialog and choose Save as PDF to make a PDF.
If a balance is overdue, use the payment reminder generator. Read the full disclaimer.