How to Send a Customer Statement of Accounts?
When a customer asks “what do I actually owe you?”, the answer is scattered across invoices, payments, security deposits, and wallet credits. The Statement of Accounts (SOA) pulls all of it into one running ledger for a date range you choose — so you can show a customer exactly where they stand, chase an overdue balance, or reconcile at month-end. From the same screen you can export it to Excel or email a branded PDF with a personal cover note.
Before You Start
The Financials suite — including the Statement of Accounts — is part of the Accounting & Financials add-on. If you don’t see it, the module isn’t enabled for your organization.
- The Accounting & Financials subscription module must be active for your org.
- You need the
reports.readpermission to open any Financials report.
The SOA is a read-only report. It never changes a customer’s balance — it just presents what’s already recorded across invoices, payments, deposits, and the wallet.
Open the Statement of Accounts
- Go to Financials in the main navigation.
- In the left sidebar, under the Receivables section, click Customer SOA.
You can also reach a specific customer’s statement directly from the Outstanding & Aging (Accounts Receivable) report — click View SOA on any customer there and they’ll be pre-selected for you.
Pick a Customer and a Period
At the top of the page you’ll set two things: whose statement, and for what window of time.
- Search customer — start typing a name in the customer picker. The dropdown searches your customer list as you type; select the one you want.
- Date range — set the From and To dates. By default the range is the start of the current month through today. Click the circular reset button beside the dates to snap back to that default at any time.
The statement loads as soon as a customer is selected.
The date range controls the opening and closing balance. The opening balance rolls up everything before your From date; the transactions in between are listed row by row; the closing balance is where the customer stands on your To date.
Read the Statement
Once a customer is loaded, the page shows three things: an aging summary, a running-balance ledger, and the actions to export or email it.
Outstanding Aging
A row of cards buckets the customer’s unpaid invoice amount by how overdue it is, so you can see at a glance how stale the debt is.
| Bucket | Meaning |
|---|---|
| Current (0-30 days) | Due within the last 30 days |
| 31-60 days | Overdue by one to two months |
| 61-90 days | Overdue by two to three months |
| Over 90 days | Seriously overdue (shown in red when non-zero) |
| Total Outstanding | Sum of all buckets |
The header also tells you how many invoices make up the outstanding total.
The Running Ledger
Below the aging cards is a single account ledger. Rows are shown newest first, with the period’s Closing Balance pinned at the top and the Opening Balance at the bottom.
Each transaction row shows the Date, a Type tag, a Reference (the invoice or payment number), a Description, and the Debit, Credit, and running Balance columns.
Type tags you may see:
| Type | What it represents |
|---|---|
| Invoice | An amount billed to the customer (a debit) |
| Payment | Money received from the customer (a credit) |
| Deposit | A security deposit held against an order |
| Wallet | Wallet credit or adjustment activity |
| Credit Note | A credit issued to the customer |
| Write-off | A balance waived as bad debt |
How to read the balance: a positive balance means the customer is in credit with you — their deposits and wallet balance exceed what they owe. A negative balance means they owe you money.
If the statement runs long, the ledger paginates — use the pager at the bottom of the table to move through the transactions.
Export to Excel
Click Export in the header to download the statement as an Excel file. It captures the customer, the period, the aging summary, and every ledger row — handy for reconciliation or attaching to internal records.
Email the Statement to the Customer
Click Send Email to open the send panel and deliver the statement as a PDF attachment with a personal message.
- To — the customer’s email is filled in automatically when one is on file. You can edit or replace it.
- Subject — a subject line is pre-filled with the customer name and period. Adjust it if you like.
- Message — a cover message is drafted for you in the rich-text editor. Use the toolbar to format it — bold, italic, strikethrough, bullet and numbered lists, quotes, links, and a divider are all available.
- Preview the PDF — the statement PDF is shown as an attachment card. Click View to open the generated PDF in a new tab and check it before sending.
- Click Send.
The Send button stays disabled until there’s a recipient email address. If the customer has no email on file, type one into the To field first.
After a successful send, you’ll see a confirmation showing the address the statement went to.