Send customers a clear statement of everything they owe. Enter the opening balance, invoices, payments and credit notes, and the statement shows a running balance, the amount due and an aging breakdown of what is current and what is 1-30, 31-60, 61-90 or over 90 days overdue. Download a PDF, print it or export CSV.
Last updated:
Balance due–
Overdue–
Current–
Oldest overdue–
Everything is calculated in your browser. Your statement is saved on this device only.
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How to use the Statement of Account Generator
Enter your business details and optionally add a logo and accent color.
Enter the customer, account number, statement date, period start and opening balance.
Add each transaction: date, type (invoice, payment, credit note or fee), reference, description and amount.
Check the balance and aging in the summary and live preview.
Download the PDF and send it with a note on how to pay.
How the balance and aging are worked out
Balance due = opening balance + invoices and fees − payments and credit notes. For aging, credits are applied to the oldest open items first (first in, first out). Each remaining item is then aged by days overdue = statement date − due date.
Bucket
Days past due
What it usually means
Typical follow-up
Current
Not yet due
Normal open invoices
Statement only
1-30 days
1 to 30
Slightly late, often an oversight
Friendly reminder
31-60 days
31 to 60
A payment was missed
Phone call, confirm the invoice was received
61-90 days
61 to 90
Possible dispute or cash-flow problem
Firm letter, consider pausing new orders
Over 90 days
91 or more
High risk of non-payment
Payment plan, final notice or collections
Worked example
Opening balance $1,250 is paid in full. Invoices of $2,340 (due 50 days ago), $480 (due 32 days ago), $1,975.50 (due 10 days ago) and $1,685 not yet due are then billed, and the customer pays $1,500 and receives a $210 credit note. The $1,710 of credits clears the oldest invoice down to $630, so the aging is: 31-60 days $1,110 ($630 + $480), 1-30 days $1,975.50 and current $1,685, for a balance due of $4,770.50.
Tips for statements that get paid
Send on a fixed day, such as the last business day of each month.
Show invoice numbers so the customer can match each line to their own records.
Say how to pay in the note and include the remittance slip for check payers.
Reconcile before sending: the statement balance should match your accounts receivable ledger.
Frequently asked questions
What is a statement of account?
A statement of account is a summary a supplier sends a customer listing all invoices, payments and credits over a period, with the running balance and the total still owed. Unlike an invoice, which bills one sale, a statement shows the whole account so the customer can reconcile it with their records and pay any overdue amounts.
How is the running balance calculated?
It starts with the opening balance. Each invoice or fee is added and each payment or credit note is subtracted, in date order. The last running balance is the balance due: opening balance + charges - payments and credits.
How are aging buckets calculated?
Payments and credits are first applied to the oldest unpaid items. For each item still open, days overdue = statement date - due date. Items not yet due are Current; the rest fall into 1-30, 31-60, 61-90 or over 90 days. The buckets always add up to the balance due.
What due date does each invoice get?
If you enter a due date it is used. Otherwise the due date is the invoice date plus your payment terms, for example net 30. The opening balance is treated as due on the first day of the period.
How often should I send customer statements?
Most businesses send statements monthly, usually at month end, to every customer with an open balance. Regular statements catch missed invoices and payment errors early and remind customers of overdue amounts before they become hard to collect.
What happens if the customer has paid more than they owe?
The balance becomes negative and is shown as a credit balance. Any amount not applied to an open item is listed as unapplied credit, which you can refund or apply to future invoices.
Is my data stored or uploaded?
No. The statement, PDF and CSV are created in your browser. Your last statement is saved only in this browser's local storage so you can update it next month.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.