How to make a statement of account (+ template)
Updated 2026-06-18
At month-end, when a client has several invoices outstanding — some paid, some not — what you need isn’t another invoice but a statement of account. It lays out everything for one client in one place, making it easy for them to pay and keeping both sides’ books aligned.
What a statement of account is
A statement of account is a summary of all of one client’s charges (invoices) and payments over a period, with the current balance owed. It’s usually sent monthly and does three things:
- Payment reminder: shows all unpaid invoices together, prompting the client to pay.
- Reconciliation: lets both sides check the books and catch any omissions or disputes.
- Relationship: regular statements look professional and transparent, building trust.
Statement vs. invoice
- An invoice covers a single transaction and asks for a specific amount.
- A statement is the full picture of multiple transactions and the overall balance — usually not itself a proof of payment.
In short: an invoice says “please pay this one”; a statement says “here’s where our account stands”.
What a statement should include
- Your company info and the client’s name;
- A statement number and date;
- Line-by-line activity: date, description (which invoice or payment), charge amount, paid amount;
- A running balance on each line — the most important column;
- The closing balance due.
Don’t calculate the balance by hand
Adding up a running balance line by line, month after month, is tedious and error-prone. The statement of account generator calculates the balance for you and exports a PDF to send. For a single invoice, use the invoice generator.
Automate reconciliation
If you have many clients and invoices, month-end reconciliation by hand is painful. Duefy tracks each client’s outstanding balance in real time and chases overdue invoices, sparing you the month-end ledger work.