Sometimes you want to send statements to customers to remind them of overdue balances or to list statement charges a customer owes. There are two types of statements in QuickBooks. The first is called an open transaction statement. This shows only open transactions as of the statement date. This way, a customer knows exactly how much they owe you but doesn’t see the history of payments and credits.

The second type of statement is called “activity based.” This shows you the customer’s activity over a period of time, including payments and credits. In the following practice exercise, you prepare an open transaction statement and a list of the customer’s activity over a period of time.

Customer statements—Process an open transaction statement

  1. From the Home page, click the Statements icon.
  2. In the Select Statement Options section, select a type of statement, in this case, All open transactions as of Statement Date. This statement shows only open transactions as of a specific date.
  3. Under the Select Customers section, select One Customer.
  4. Click the drop-down arrow and select Brian Cook.
  5. Click Preview.
  6. Click the mouse to zoom in. This statement shows only what the customer owes you. The description shows the original invoice amount, and the Amount column shows the unpaid portion of the invoice. Prepare this type of statement if your customer only wants to see outstanding balances without the detail.
  7. Click Close.

Customer statements—Process a customer activity statement

  1. Brian Cook claims he sent a check that wasn’t applied to his account. Prepare a statement that shows his activity over a date range. In the Select Statement Options section, select Statement Period From.
  2. Enter a date of November 1st, 2015 to November 30, 2018.
  3. In the Select Customers section, select Brian Cook.
  4. Click the Preview button.
  5. Click the mouse to zoom in. An Activity-Based Statement shows all customer account transactions during the time period. Note that it only shows accounts receivable transactions that include invoices, payments, statement charges, and credit memos. It does not show sales receipts or cash transactions. Prepare this type of statement if your customer wants to see the transactions that make up their outstanding balance. This statement also shows the aging periods.
  6. Click Close.
  7. Brian Cook reviews his statement but can’t find the invoice you sent earlier, so he wants to see the detail of each invoice. Select the box next to Show invoice item details on statements.
  8. Click Preview.
  9. Click the mouse to zoom in. Now the statement shows each line item on every invoice. Use this if your customer needs to see the invoice detail as a reminder.

Today’s tip is a guest post by Tom Dahm from Real World Training. Catch one of their QuickBooks classes in New York, Miami and other great cities.

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19 thoughts on “How to Create a Customer Statement in QuickBooks

  1. So when we show the invoice item details on the statement, where does it pull those details from? They do not appear to be what’s written on a normal invoice. We would ideally like to change them on occasion to more accurately reflect what the charge was for instead of the cash-register-language they are currently written in.

    Reply
    • Laura: did you ever figure this out? I have the same problem. When I print an invoice it give date, hours, rate, total, employee name and client name. When I print a statement with “include invoice details” it only gives hours, rate and total. No date, employee name or client name. Any help?

      Reply
      • Still no help from Intuit I see. Same problem here. ‘Invoice details’ does not include any of the information from the description section used on the invoice.Which as anyone at Intuit should know is what customers want to see.

        You can get around this. I found information will appear if there is not an item associated with that line. Just type the information you want in a blank description line, no item.

        Reply
  2. My question is that, when preparing statements for our customers, this statement shows the total outstanding balance on the statement date, an aging analysis on the bottom of the statement. its good but our and i think for many other accountants there is one problem, if customers are paying randomly from each month some invoices are paid and some are unpaid, how we can know which invoices are unpaid. so this statement is silent in this regards, it would be better if we can have aging column in this statement template, we can very quickly understand the unpaid invoices and even our customer can easily understand and can settle the problem. is there any way to have this column in this statement…..

    Reply
  3. When printing statements it shows the date of the transaction but shows the Due Date as the same date even though their terms are 30 days. How do I change that?

    Reply
  4. I am using Quickbooks for Mac 2014 – there does not seem to be a Statements Options selection capability. Does anyone know if this is the case for the Mac version? The credit memo for a customer does not show up on the customer statement – i.e.. balance does not reflect the credit that was applied, however when I go to Receive Payments for that customer – the balance due reflects that the credit was applied.

    Reply
  5. Does anyone know if QuickBooks plans to fix the issue of item description not showing up on Statements. I am also trying to get item description to show on the Transaction list by customer. I can select item description in the custom field section but nothin populates into the field when running the report

    Reply
  6. Statements in Quickbooks are useless. I need the invoice number on them, not just ‘balance forward’. That’s useless to a customer. They need to see an invoice number to match it up to. This is basic stuff- why is it so difficult to have? I’m not seeing anywhere to choose a statement type (balance forward, open item or transaction statement), even though I have seen them mentioned in support forums.

    Reply
  7. Sometimes I receive money up front as a credit. When I print a statement and the invoices have not used up all the credit it leaves a minus account balance. For example, if I receive a $2,000 retainer and a $1,000 is spent and shown on invoices what services were charged and $1,000 remains in their account it shows as -$1,000 on statement. I want to remove the (-) minus sign. How do I do that. Thank you.

    Reply
  8. On the old QB, I could make a statement for a customer just by selecting the account, date, & customer. The system would go back to the oldest open invoice & make a statement from that date to the date I set (usually the current date). The statement would show each invoice & each payment (including dates & designate if the entry was INV or PMT. I can’t get the QB 2016 to do this. I’ve tried everything I can think of, and read the message boards. Help.

    Reply
  9. Is it possible to make Quickbooks Pro generate an Open Items Statement that actually shows what was open as of the statement date? You can generate an accounts receivable report to do this, but I’ve been unable to generate statements to match. For example, there were 4 open invoices for a customer on 7/31 and we received payment for 3 of them on 8/4. If on 8/5 I generate an “open items” statement as of 7/31, but it only shows 1 open item. That’s false! There were 4 open items on 7/31! Quickbooks is showing me the items dated 7/31 or prior that are still open on the date I generate the statement, instead of what was open as of 7/31, the date I requested! Grr.”

    Reply
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