A statement of account shows a customer every invoice, payment and credit note on their account, and the total they still owe. In this free Excel template, enter the opening balance and one line per transaction; the running balance, total invoiced, total paid and balance outstanding calculate automatically, and a row check flags any line that does not add up.
What goes on a customer statement?
A clear statement answers three questions for the customer: what have I been charged, what have I paid, and what do I owe today? The template lays it out like a bank statement:
- Debit £ for invoices you have issued
- Credit £ for payments received and credit notes
- Balance £, a running total worked out from the opening balance plus debits to date, less credits to date
- AS AT, the statement date shown in the coloured band, so the balance always has a date attached
Because the balance is calculated afresh on every row, a gap or a blank row does not break the running total.
Using statements to get paid faster
Customers often pay from statements rather than individual invoices, especially larger firms with a monthly payment run. Send statements on a fixed date and list the oldest unpaid invoice first in your covering email.
If a business customer pays late, UK law lets you claim statutory interest at 8% above the Bank of England base rate, plus fixed compensation, unless your contract says otherwise. Mentioning this in the notes line is often enough to prompt payment.
Matching statements to your records
The BALANCE OUTSTANDING should match what your own sales records say the customer owes. If it does not, an invoice or payment is missing from one side. Clean sales records matter beyond credit control: they are the income figures behind your tax return, and under Making Tax Digital for sole traders they become the basis of your quarterly updates.
