FAQ

Q: “How do I update the statement of a client who pays monthly but has no activity other than payments? The statement from the end of September updates automatically to the correct amount due but does not show the payments.”

A: Sounds like you're going to want to run a "Statement" from QuickBooks Online. This will show the Client each of the individual payments that they've made.

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When customers have outstanding balances or invoices that will soon be overdue, you can send them a customer statement. These are gentle, detailed reminders about upcoming deadlines. There are three types of customer statements in QuickBooks. Here's how to create Balance Forward, Open Item, and Transaction Statements.

Create a customer statement

1. Login and navigate to Clients in QuickBooks Online

On the left side action bar click the Sales menu and select the Clients tab.

Screenshot of the QuickBooks Online that shows the expanded option of Sales where the Clients option is highlighted.

2. Select your customer(s)

In the Clients tab, select the customer(s) for which you wish to make statements by clicking the checkbox next to their name(s).

Screenshot of QuickBooks Online Clients tab with multiple clients selected indicated by green arrows inside of the box next to the client’s name.

3. Begin creating the statement(s)

In the Batch actions dropdown ▼, select Create statement. If you have selected more than one client, each will proceed separately.

Screenshot of QuickBooks Online Clients tab with multiple clients selected. There is one arrow in the top right corner pointing to the dropdown icon. There is a second arrow pointing to the “Create statement” action in the bottom right corner.

4. Select Statement type

In the Statement Type dropdown ▼, select the customer statement type:

  • Balance Forward: Lists invoices and payments with outstanding balances for a specific date range.

  • Open Item: Lists all open, unpaid invoices from the last 365 days.

  • Transaction Statement: Lists all transactions for the selected date range.

Screenshot of Create Statements form showing a dropdown menu of Statement types which include: Balance forward, Open Item, Transaction Statement.

5. Select the date(s) and Apply

Using the calendar icon in the fields provided you can customize the date for the statements and the date range. Once the dates are selected, Apply.

Screenshot of Create Statements form showing one arrow pointing to the calendar icon in the End Date field showing the calendar view. A second arrow points to Apply.

6. Review client’s email address

The email found in the Client’s contact information will automatically generate in the Email Address field. To send a statement to multiple people in a group email, add additional email addresses separated by a comma.

Ex. mckay@myleanlaw.com, mckay@gmail.com

Screenshot of the Email Address field in the Create Statements in Quickbooks Online. There are two email addresses which are separated by a comma.

7. Choose what to do with the statement

Finally you have the following options based on what action you are ready to take. Choose Save, Save and close, Save and send, or Print or Preview.

 GIF of a user selecting the green drop down menu in the bottom right hand corner, and selecting Save and Close

Tip: If you make changes to a transaction on a statement, the statement will automatically update to match.

What’s Next?

- QuickBooks' help article on customer statements

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