A customer statement lists everything on a client's account: invoices issued, payments received, credit notes applied, and the balance owing. Below is what one looks like.
| Date | Document | Detail | Debit | Credit | Balance |
|---|---|---|---|---|---|
| 01 Jul | Opening balance | R 0,00 | |||
| 12 Jul | INV-0141 | Geyser replacement, Unit 8 | R 4 120,00 | R 4 120,00 | |
| 28 Jul | RCT-0088 | Payment received, thank you | R 4 120,00 | R 0,00 | |
| 05 Aug | INV-0147 | Monthly maintenance, August | R 2 300,00 | R 2 300,00 | |
| 27 Aug | INV-0148 | Geyser replacement, Unit 12 | R 6 555,00 | R 8 855,00 | |
| 31 Aug | CRN-0012 | Credit, incorrect quantity INV-0147 | R 300,00 | R 8 555,00 |
The ageing line on a customer statement
Underneath, every statement should carry an ageing breakdown:
| Current | 30 days | 60 days | 90+ days | Total |
|---|---|---|---|---|
| R 6 555,00 | R 2 000,00 | R 0,00 | R 0,00 | R 8 555,00 |
This is the row a finance department reads. It turns a list of documents into a single question, which is why an overdue invoice attached to a statement gets a faster answer than the same invoice sent on its own.
What belongs on it
- The client's name and account reference
- The period covered and the statement date
- Every document in the period, with number, date and amount
- Payments received, with dates
- Credit notes applied, referencing the original invoice
- The closing balance
- The ageing breakdown
- Your banking details and the reference to use
What it is not
A statement is not a tax invoice and does not support an input VAT claim. Do not label it Invoice, do not give it an invoice number, and do not expect a client to pay against it without the underlying invoices.
Common questions
How often should I send statements?
Monthly to any client with an open balance, and on request.
Should a statement have its own numbering?
It is helpful for your own records but is not required, since it is not a tax invoice.
Do I include paid invoices?
Within the period covered, yes. It shows the client the full picture and confirms their payments were allocated.
Generate a statement for any client from the documents already on their account.
Create your invoiceDisclaimer: This content is for general information only and does not constitute legal, tax, accounting or financial advice. Always confirm important requirements with SARS, the relevant authority or a qualified professional.
