Statement of Account Generator

About the Statement of Account Generator

A statement of account tells a customer what they owe and why: the balance at the start, every invoice, debit note, payment and credit note since, the running balance after each, and how old the unpaid invoices are. Type the entries or open the customer’s ledger from your accounting software (CSV or Excel), and the statement is worked out as you go — the amount due, what is overdue, the ageing in buckets (not yet due, 1–30, 31–60, 61–90 and over 90 days, or your own) and the invoices still open — and laid out on a page with your business details and payment instructions, ready to send as a PDF.

Payments and credit notes are applied to the invoice they name, then to the oldest open invoices first, so the open items match how customers usually pay. For all your customers at once, open an invoice or ledger export with a customer column: the receivables ageing lists every customer by bucket with the totals and the days sales outstanding (DSO), and opens any customer’s statement in one click.

Without a pass the statement is a free preview: its pages are images marked “not for use” with your entries readable and the balances, ageing and amount due hidden, and the tables show their first rows with the worked-out amounts hidden; the PDF statement and the CSV files need a Premium pass. Your entries are read and kept in this browser and never uploaded.

Common uses

• Sending customers a monthly statement with their unpaid invoices before chasing payment.
• Answering a customer who asks for a balance confirmation or a ledger copy.
• Reviewing the aged debtors at the month end and deciding whom to call first.
• Tracking DSO to see whether customers are paying faster or slower.

How the balance and the ageing are worked out

• Running balance = the opening balance + everything charged (invoices, debit notes) − everything paid or credited (payments, credit notes), entry by entry in date order. The last balance is the amount due; a negative one means the customer is in credit.
• Open invoices: each payment or credit note is applied first to the invoice it names, then to the oldest open invoices; whatever is left over is an unapplied credit that lowers the amount due.
• Ageing: each open invoice’s days from its due date (or from its date, if you choose) to the statement date, in buckets. An invoice without a due date is due after your default payment terms. The buckets always add up to the amount due.
• Overdue: what is past its due date, whichever date the buckets age from.

Receivables ageing and DSO

Open an export with a customer column — invoices with what was paid on each (a Paid or Balance due column), or a full ledger with the payments as rows — and every customer is aged the same way: the amount due by bucket, what is overdue, the open invoices and the oldest. DSO (days sales outstanding) = receivables ÷ credit sales of the period × its days: with 1,200 owed and 1,500 invoiced in the last 90 days, customers take about 72 days to pay. Customers in credit are shown with their credit in the first bucket.

What file you need

A row for each entry with a date and an amount; then either a type column (invoice, payment, credit note, debit note — the usual abbreviations such as Inv, Pmt, CN and DN are read), or separate debit and credit columns, or signed amounts (negative for payments). A reference, a due date, an “applies to” invoice and details are optional. For the receivables ageing, add a customer column. Dates written with slashes or dots are read day first or month first, as the dates in the file show.

Limitations

• Amounts are taken as they are in your entries: taxes, discounts and currencies are not added or converted.
• Payments are applied to the named invoice, then oldest first; if your books allocate them differently, name the invoice in each payment.
• DSO here uses the receivables on the statement date and the invoices of the period; methods that average receivables over the period give a different figure.
• The receivables ageing covers up to the rows of one export; split very large files by period or region.

Privacy

On this device; its files download once

Your entries and files are read in this browser and never uploaded. Only your business details, your notes and the settings are remembered on this device; the customer’s entries are not kept after you leave the page.