In this blog post, you’ll learn how to create a customer statement in QuickBooks Desktop.

For this example, I’m using QuickBooks Premier 2022. 

Quick Instructions:

1. In the top menu click Customers -> Create Statements…
2. Enter a Statement Date
3. Select a Statement Period date range
4. Under SELECT CUSTOMERS select One Customer
5. Find your customer in the drop-down list
6. Click Print to print out a copy to mail. Or, click E-mail to e-mail a copy of the statement to your customer

Keep reading for a complete walkthrough with screenshots:

Why Create a Statement?

Let’s take a look at an example of when you might need to create a statement.

Below I have a list of transactions from my make-believe customer “Sally The Customer.”

On 11/25/22 Sally prepaid $750. 

On 11/30/22 Sally was invoiced for $1,250 but she only owes $500 because she already paid $750.

Here’s what the invoice looks like with the prepayment applied:

Sally may see this invoice and ask for a list of her invoices and payments that led up to her owing $500. To do that we create a statement.

Create a Customer Statement

To create a statement for a customer click Customers in the top menu. Then click Create Statements…

Enter a Statement Date. Select a Statement Period date range.

Under SELECT CUSTOMERS select One Customer and find your customer from the drop-down.

Click Preview to see what the invoice will look like before sending. 

Previewing is a good way to double-check you’re sending the customer the information they requested. Here’s the preview of my statement for Sally the Customer:

The statement shows a running balance on the right and the amount due at the bottom. Sally can now see how she came to owe me $500. 

Click Close to return to the Create Statement screen.

You can click Print to print out a copy to mail. Or click E-mail to e-mail a copy of the statement to your customer.

Edit the Statement Template

You may have noticed that the statement preview above is incredibly boring. 

You can edit the template to make it fit the look of your business. 

To do this click Lists in the top menu and select Templates.

On the Templates screen click the Templates menu at the bottom of the screen and select New.

Then select Statement and click OK.

You can now edit this new template in any way you like without messing up the default template.

You can change colors, add or remove information, and even add a logo. There are all kinds of fun ways you can spruce up your templates.

You now know how to create a customer statement in QuickBooks Desktop.

☕ If you found this helpful you can say “thanks” by buying me a coffee… https://www.buymeacoffee.com/gentlefrog

Below is a video if you prefer to watch a walkthrough.

If you have any questions about statements in QuickBooks Desktop click the green button below to schedule a free consultation.