Client statements
Show one client's account for a month or a year, download it as a PDF, and email it to them, and why a statement is held back.
A client statement is one client's account for a period: what they owed at the start, what you invoiced, what they paid, and what they owe at the end. You open it on the client's page, download it as a PDF, or email it to them. It goes only to a verified email, so a statement is the message most likely to be held back for a new client.
Show a statement
- Open Clients, then open the client.
- In the Statement card, choose the Period: A month or The whole year, then pick the month or type the year.
- Select Show statement.
You see one block for each currency the client has activity in. A client billed in two currencies gets two blocks, because adding balances in different currencies would mean nothing. Each block lists:
- the opening balance on the first day of the period,
- every dated line, with its amount and the running balance,
- the closing balance on the last day.
Under the table a summary adds up what was invoiced, received, credited, written off and reversed.
If there was nothing owed and no movement, the card says so for that period.
What is counted
- Invoiced: invoices you have issued, on their issue date. Drafts and voided invoices are left out.
- Received: payments on those invoices, on the day the payment happened.
- Reversed: a void, a refund or a returned payment. It adds the money back to what the client owes.
- Credited: credit notes applied. See Credit notes and adjustments.
- Written off: amounts you wrote off.
The opening balance is worked out from everything before the period, not from a saved figure. Payments taken through a payment link are not tied to a client, so they never appear on a client statement.
Download the PDF
In a block, select PDF. When it is ready the button becomes Download PDF. The file is named for the period and currency. Any member of your team, including viewers, can show and download a statement.
The page is headed with the client's name, then "Statement of account", the period and the currency. It does not carry your logo or business name. It is written in the client's language, or your workspace's if the client has none. See Invoice PDFs and languages. Dates are written year-month-day.
Send it to the client
- Show the statement for the period you want.
- In the block for the currency, select Send to client. Owners, admins and staff see this button.
The email subject is "Statement" with the dates, in the statement's language. The message gives the closing balance, and the PDF is attached. A statement is not a send for your monthly total. See What counts as a send.
When it is not sent
A statement goes only to a verified email. If the client has none, the page shows a warning that starts "Not sent:" and ends "A statement goes only to a verified email." Nothing is emailed. To fix it, ask the client to confirm their email, or have the owner mark it verified. See Verified contacts and why a send is blocked. Then press Send to client again.
Customers cannot open their statements in the customer portal. They get them by email.
Related articles
- Add and manage clientsAdd a client on the web or your phone, what a client record holds, how the duplicate warning works, and how to edit, archive, restore and merge.
- Verified contacts and why a send is blockedWhat a verified email or phone means, the three ways a contact becomes verified, what an unverified contact can and cannot receive, and why a send is held back.
- The customer portalHow your customers sign in without a password, what they can see and do in the portal, and what it never shows them.
- What counts as a sendWhich actions use up your monthly sends, which never do, and what still works when you reach your limit.
- Credit notes and adjustmentsLower what a customer owes with a credit note, close a balance you will not collect with a write-off, and see how each shows on the invoice.
- Invoice PDFs and languagesGet an invoice as a PDF, choose the language your customer sees, and learn which of the 13 languages are translated and which scripts the PDF cannot print yet.