WorkCustomers
Customer Statements
How to print or email a customer’s statement of account: what’s on it, choosing the period, statements for several customers from Who owes you, how to pay, and who can make one.
A statement shows a customer where their account stands: what they owed at the start of a period, each charge and payment during it, and what they owe at the end. Print one to post or hand over, or email it as a PDF. You make one from the customer’s page, or several at once from Who owes you.
Making a Statement
- One customer: On the customer’s Details or Transactions tab, choose Statement. The popup says who it’s for, such as Statement for Sam Smith.
- Several customers: In Accounts > Who owes you, tick the customers, then choose Statements at the top of the list. The popup says how many, such as Statements for 12 customers. Up to 100 at a time, as many as the list shows on a page. A customer moved to another business is left out, as their statement is there.
Choose the period, then Print or Email. Cancel closes the popup without making anything.
Choosing the Period
- The last 3 months: Where the popup starts: this month so far and the two before it. On 23 October, that’s 1 August to 23 October.
- The last 6 months and The last 12 months: The same, further back. On 23 October, The last 12 months starts on 1 November the year before.
- Choose the dates: Shows From and To, filled in with the last 3 months to start with, so you can set any period, such as a quarter or your financial year. The end can’t be later than today. Until the start is on or before the end, and the end is no later than today, the popup says Choose a start no later than the end, and an end no later than today. and Email and Print stay off.
However short the period, nothing is lost: everything before it is added up into what’s brought forward, so the statement still ends on the right figure.
Printing
Print makes the statement as a PDF and opens it, ready to print, save or share. The button reads Making… while it’s being made.
- One customer: Every page ends with the customer’s name, such as Statement · Sam Smith, and the page number, such as Page 1 of 2, so a long statement stays in order.
- Several customers: Their statements come as one PDF, in the order they’re listed, each starting on a new page, so you can print and post them in one go. With customers from more than one business, each statement carries its own business’s details. Customers from a business where your role can’t print documents or see prices are left out.
Emailing
Email opens the Message Customers Popup as Email statement, or Email statements for several customers, to email each customer their own statement as a PDF attachment.
- Email only: Statements are only ever emailed, so the popup goes straight to the email.
- Template: It starts on your Statement email, which tells the customer their statement is attached, with the subject Your statement from and your business name. Change the wording for this send if you like, or choose another email. The statement is attached whichever you use. To change it for every time, edit the Statement email in Settings > Document Templates.
- What’s attached: In place of Attach a document, the popup says what goes with each email, such as Each customer’s statement for 1 August 2026 to 23 October 2026 is attached as a PDF.
- Made as it’s sent: Each statement is made as its email goes, so it has everything in the period at that moment.
- Who won’t be emailed: Customers without an email address, or who have asked not to be emailed, are listed under Who won’t be messaged. Print their statements instead.
- More than one business: The emails go from one business at a time. With customers from more than one business ticked, those from the others are listed as Belongs to another business, so narrow Who owes you to one business with Business first.
- Sending it again: The emails show in Communications. Resend email there makes the statement again for the same period, as it stands then.
What’s on a Statement
- Your business: Your logo and business name, with the address, phone number and email from Settings > Organisation Information, and your VAT number when you’re registered for VAT.
- Statement: At the top on the right, with the Date, which is the last day of the period, the Period, and Account, the customer’s reference, when they have one.
- The customer: Their name and address, and their company name too when they have both.
- The summary: What they owed the day before the period started, such as Brought forward from 31 July 2026, and where they stand at the end: Amount due: £40.00, In credit: £14.50 when they’ve paid more than they’ve been charged, or Nothing to pay.
- The entries: A table with Date, Details, Charges, Payments and Balance, with the customer’s name and the statement’s end date over it on every page, so pages printed together stay sorted. It starts with Balance brought forward, lists each charge and payment in date order with the balance after it, and ends with Amount due, or Balance when they owe nothing. A balance in their favour reads like £14.50 credit. With nothing in the period, it says Nothing charged or paid in this period.
The Details Column
- Charges: The charge’s own description, or the job’s service, such as Window cleaning.
- Payments: How they paid, and the payment’s reference when it has one, such as Payment by Cash, ref SMITH. A payment shared across several invoices, or several jobs, shows once, for the whole amount.
- Written off: A debt you’ve written off, under Payments, as it comes off what they owe.
- Refund: Money you’ve given back to them, under Charges, as it adds back to what they owe.
- Opening balance: A balance a job started with, such as one carried over from before you used Work Planner.
- More than one property: When the customer’s jobs are at different addresses, each line ends with the job’s address, such as Window cleaning – 1 High Street.
- A job moved to another business: Moved to another business, under Payments, as what the job owed goes with it.
What Counts
A statement follows the same rules as the customer’s balance, so the two agree:
- Only what’s done: Charges and payments count once they’re complete. A payment still on its way, such as a Direct Debit that hasn’t been collected yet, shows on statements made once it has been.
- Left out: Missed visits, as they aren’t charged, and tips and expenses, as they aren’t part of what a customer owes.
- To today: A statement that runs to today ends on the same figure as the customer’s balance. Anything dated after the period ends, such as a payment entered with a later date, waits for a later statement.
How to Pay
When the customer owes something, the statement ends with How to pay:
- Pay online: A link to pay by card, with a QR code to scan with a phone, when your business takes card payments by link and has ticked Add a Pay now link to invoices on the Payment Providers screen. The link asks for what the customer owes when it’s opened, so it’s only on a statement that runs to today, and not when any of their jobs is in credit, as it would then ask for more than the statement says. When one job owes, the link is for that job. When more than one owes, it’s one link for all of them, which pays the debt owed longest first.
- By bank transfer: Your bank name, sort code, account number and IBAN, from the Bank Information tab in Settings > Organisation Information. They’re shown once the sort code and account number, or the IBAN, are filled in. When the customer has a reference, it ends with Please use your account C-104 as the reference., with theirs in place of C-104.
With neither a link nor bank details, or when nothing is owed, it’s left out.
Who Can Make Statements
- Printing: Print under Documents.
- Emailing: Email under Communication.
- Both: View Prices and Balances under Prices, in the customer’s business, as a statement shows what they’ve been charged and paid. Without it there’s no statement, and sending one says Only those who can see prices can send statements.
The Statement button is there when your role can print documents or email customers, and not when the customer’s prices are hidden from you or they have been transferred to another business. The popup only offers Print and Email when your role can do them. See Editing a Role.
Related articles
- Customer Detail View: Where the Statement button is.
- Who Owes You: Everyone who owes you money, to tick for their statements.
- Message Customers Popup: Writing and sending the statement emails.
- Email Message Editor: Changing your Statement email.
- Bank and Payment Details: The bank details under How to pay.
- Sending a Card Payment Link: How a card payment link works for the customer.
- Taking a Payment: Recording what the customer pays you.