How to Create Customer Statements in QuickBooks Online

Customer statements are lists of transactions for a selected customer within a specific date range.

Statements are often used to nudge customers with open invoices, reminding them to pay their bills.

A customer may also request a statement for their records.

In this blog post, I’ll show you how to create customer statements in QuickBooks Online and the three different types of statements available.

Quick Instructions:

Batch create statements

  1. Click Sales -> Customers in the left side menu
  2. Select the customers you want to send statements to
  3. Click the Batch actions button
  4. Click Create statement
  5. Select statement type
  6. Enter statement date
  7. Enter start and end dates, if applicable
  8. Click Save and Send

Individual statements

  1. Click Sales -> Customers in the left side menu
  2. Find the customer you want to send a statement
  3. Click the link drop-down menu under Actions
  4. Click Create statement
  5. Select statement type
  6. Enter statement date
  7. Enter start and end dates, if applicable
  8. Click Save and Send

Keep reading for a complete walkthrough with screenshots:

How to Create Statements

To create statements, you’ll first want to navigate to the Customer list. To do this, click Sales in the left-side menu and select Customers in the sub-menu.

Navigating to the customer list in QBO.

Individual customers

To create a statement for a single customer, find that customer on the list. Click the drop-down in the ACTIONS column and select Create statement.

Create a statement for a customer in QBO.

Multiple customers

Select the customers to whom you’d like to send statements by checking the box to the right of their names. 

Click the Batch actions button and select Create statement from the drop-down menu.

Batch action creating statements from the customer list in QBO.

On the Create Statements screen, you’ll select:

  • Statement Type
  • Statement Date
  • Start and End Dates (depending on the statement type)
  • Recipients

You can preview your statements by clicking the Print Preview button at the bottom of the screen. When you’re ready, click the green Save and send button to email statements to your customers.

Types of Statements

You have three different types of statement options.

  • Balance Forward
  • Open Item
  • Transactions statement

Let’s take a look at an example of each.

Balance Forward Statement

This statement lists invoices and payments with outstanding balances for your selected date range. It lists everything by date with a running balance on the right.

Print preview of a Balance Forward statements in QBO.

Open Item Statement

This statement doesn’t have a start/end date selection. It lists all open, unpaid invoices from the last 365 days. 

Open Item Statement print preview in QBO

Transaction Statement

This statement lists all transactions for the selected date range.

However, as you’ll see in the example below, it only has invoices, no payments, and no running balance. Because of this, the Transaction Statement is my least favorite of the three.

Print preview of a Transaction Statement in QBO.

You now know how to create customer statements in QBO and the different statement types you can create. If you prefer to watch a walkthrough, check below for a video.

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This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

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