Free Statement of Account Generator
Build a professional statement of account in seconds. Auto-imports your invoices from the Payment Tracker, calculates running balance, and exports to PDF.
🏢 Your business
👤 Client
📅 Statement details
📑 Invoices & payments
Total billed
$0.00
Total paid
$0.00
Overdue (0)
$0.00
Balance due
$0.00
A Complete AR Picture, In One Document
Sending a statement of account is the most polite, professional way to remind a client about outstanding invoices.
Auto-import Invoices
Already tracking invoices in the Genvalo Payment Tracker? Pick the client and we'll pull all their invoices into the statement automatically. No retyping.
Running Balance
Every line shows the cumulative outstanding balance after that transaction — so the client can see exactly how the balance built up over time.
Overdue Highlighting
Invoices past their due date are automatically flagged and counted in the summary. Polite, factual, and impossible for the client to miss.
Clean PDF Export
One click downloads a professional A4 PDF — ready to email, attach to invoices, or print and mail. Multi-page support for long account histories.
12 Currencies
USD, GBP, EUR, AED, BRL, AUD, CAD, SGD, INR, JPY, MYR, HKD — formatted consistently in both the on-screen view and the PDF output.
100% Private
All your data stays in your browser. Client details, invoice amounts, and payment status are never uploaded anywhere — and we don't have an account system that could leak it.
Who Sends Statements of Account?
Any business that bills the same customer multiple times — and wants paid on time.
Agencies
Send monthly statements to retainer clients showing all invoices, payments received, and the outstanding balance.
Trades & Contractors
Run multiple jobs for the same customer over a project? Issue a statement at completion to consolidate everything into one clean document.
Wholesalers
B2B sellers shipping to repeat buyers monthly — statements give buyers one place to reconcile against, dramatically reducing payment disputes.
Professional Services
Lawyers, accountants, and consultants who bill regularly. A monthly statement is the standard, polite payment reminder in these industries.
Frequently Asked Questions
What is a statement of account?
A statement of account is a summary document a business sends to a customer showing all invoices issued, all payments received, and the resulting outstanding balance over a period (typically a month). It's not a demand for payment — it's a reconciliation document that lets the customer check their records against yours and pay any balance still owing.
How is this different from an invoice?
An invoice bills a customer for a single transaction. A statement of account summarises multiple invoices and payments for the same customer over time. Invoices say “please pay this”; statements say “here's where we stand.” You typically send statements monthly even if no new invoices were issued — they're a regular reconciliation, not a one-off bill.
How does the auto-import work?
If you've used the Genvalo Invoice Payment Tracker in this browser, all your invoices are saved in your browser's localStorage. This tool reads that data and lets you pick a client to pull their invoices straight into the statement — saving you from retyping invoice numbers, dates, and amounts.
What does “running balance” mean?
Running balance is the cumulative amount the customer owes after each transaction. If they had a $100 invoice, paid $40, then got a new $200 invoice, the running balance goes 100 → 60 → 260. It lets the customer trace exactly how the current balance built up, which prevents disputes and speeds up payment.
When should I send statements of account?
Most businesses send statements monthly, on or around the same date each month (e.g. the 1st or last working day). Pick a cadence that matches your billing cycle and stick to it — predictability helps the customer's AP team process you faster. For seasonal businesses, quarterly statements may be enough.
Can I include credit notes or refunds?
Yes — just add a line with the credit amount as a negative value, or mark it Paid with a higher Paid amount than the invoice amount. The running balance handles either correctly. For dedicated credit notes, use the Credit Note Generator.
Is the PDF format multi-page?
Yes — if the line items run beyond one page, the export automatically paginates onto A4 pages with the same margins. The summary block, totals, and footer stay together to preserve readability.
Where is my data stored?
Entirely in your browser's localStorage. Nothing is sent to our servers. If you clear browser data, switch browsers, or open the tool incognito, your saved statements won't be there. For backup, export to PDF and keep the file.
A Practical Guide to Statements of Account
Most small businesses know how to send an invoice. Far fewer use statements of account effectively — and as a result, they spend more time chasing payments and have more disputes than they should. Statements aren't about being aggressive — they're about being clear, predictable, and professional.
What Goes On a Statement
A complete statement contains:
- Your business name, contact information, and tax ID
- The customer's name and contact information
- A statement number (for your records) and statement date
- The period the statement covers (e.g. 1 March – 31 March 2026)
- A line for each invoice with its date, amount, payment status, and running balance
- A summary block showing total billed, total paid, overdue amount, and balance due
- A clear total at the bottom — the “balance due”
- Optional notes — payment instructions, thank-yous, or late-fee policy reminders
When to Send a Statement
Monthly, on a fixed date. Most accounts payable teams process statements as a routine batch. If yours arrives on the same date each month, it gets onto their schedule and gets paid faster.
After a long gap in communication. If you haven't invoiced a regular client in a while but they still have an open balance, a statement is a polite, low-friction nudge.
When closing a project. A statement at the end of a multi-invoice project is a clean way to confirm what was billed, what was paid, and what (if anything) remains.
Before escalating. If you're considering more aggressive collection steps, a statement is the standard first formal escalation — it documents the debt and gives the customer a chance to reconcile before the conversation escalates.
How Statements Speed Up Payment
The fastest-paying customers aren't necessarily the ones with the most cash — they're the ones whose AP teams have the cleanest data on you. Every late payment in B2B has the same root cause: someone in the customer's accounts payable team can't match your invoice against their records, so it sits in a pile waiting for clarification.
A statement of account solves this. It lays out every invoice you've issued, every payment you've received, and the resulting balance. The AP team can reconcile it against their system in minutes, flag anything that doesn't match, and process payment without coming back to you. Businesses that send monthly statements typically see DSO (days sales outstanding) drop by 10–20% within a few months.
Tone Matters
A statement is not a dunning letter. The tone should be neutral and factual — “Here is your account activity for March” — not “Pay this now or else.” The very fact that you send statements regularly signals professionalism. If a balance is overdue, the data already shows that; you don't need angry red text on top. The Notes section can include a polite reminder (“Payments are due within 30 days. Late payments may accrue 1.5% monthly interest”) but keep it factual.
Statement vs Aged Receivables Report
A statement of account is what you send to a customer. An aged receivables report is what you keep for yourself — it lists all customers, all open invoices, and how long they've been outstanding (0–30 days, 31–60, 61–90, 90+). Both are essential to running collections, but they serve different audiences and shouldn't be confused.
You can build an effective ad-hoc aged receivables view by checking the Overdue total in this tool for each of your top clients, then escalating the largest overdue balances first.
Mistakes to Avoid
Sending statements only when payment is late. If statements only arrive when something's overdue, they read as collections letters — and customers tense up. Send them on a regular cadence and they become neutral, routine reconciliation documents.
Lumping multiple customers' data on one statement. One customer, one statement. Don't share data across accounts even by accident.
Forgetting to update payment status. A statement that shows a paid invoice as still outstanding is worse than no statement at all — it damages trust. Always reconcile your records before sending.
Missing the statement number or date. Customers may receive multiple statements per year. A clear statement number and date lets them reference a specific document in correspondence.