A statement is a single document showing all of a customer's invoices over a period you choose, along with any payments recorded against them and the total still outstanding. It covers every invoice on the account, across all of that customer's job addresses.
It's useful for account customers like landlords and letting agents, where one customer has invoices spread across several properties, and for anyone who asks what their balance is.
Statements are generated on the web portal.
Generating a statement
Log in to the web portal and go to the Customers tab.
Find and open the customer you want the statement for.
Click Generate Statement on the right-hand side:
Choose the period you want to cover. Either set a Start date and End date to include invoices issued between those dates, or tick Generate for all invoice data to include everything from the customer's earliest invoice up to today.
Click Generate.
The statement opens as a PDF for you to check before it goes anywhere.
What's on the statement
The statement uses the same template as your invoices, so it carries your business details, logo and VAT number. Below that you'll see who it's addressed to, the date it was generated, and the Statement Period it covers.
Each invoice in the period gets a row, with the following columns:
Invoice Details — invoice number, issue date and job address, plus any payments recorded against it with the amount and date paid.
Amount — the invoice total excluding VAT.
VAT — the VAT total.
Total — the invoice total.
Paid — the total paid against that invoice.
Outstanding — the amount still due.
Underneath, three summary totals: Total Invoiced, Paid and Outstanding. Your bank details sit at the bottom so the customer can pay straight away.
If the statement runs past one page, later pages are headed Statement - continued and repeat the customer details and statement period, with page numbers throughout.
Sending or downloading it
From the statement, you have two options:
Send — opens the email to the customer with the statement PDF already attached.
Download — saves the statement as a PDF to your computer.
The statement email
Sending a statement uses the Customer Statement email template. You can edit the subject and wording under your email template settings, so you set it up once rather than rewriting it each time.
Good to know
The date range filters on invoice issue date. It decides which invoices appear, not which payments. An invoice issued in September and part-paid in November will show on a September statement with that November payment listed against it, so the Paid column is everything paid against those invoices to date rather than money received during the period.
Statements cover all job addresses. You don't generate one per property. Every invoice on the customer's account appears, with its job address on the row.
Need help?
If you have any trouble generating a statement, get in touch and we'll be happy to help:
Email us at support@gasengineersoftware.co.uk
Phone us on 020 7129 7058
Or start a chat by clicking the speech bubble in the bottom right corner
Related articles
How to Create an Estimate, Quote, or Invoice — raise the invoices that appear on a statement
How to Add or Remove a Payment for an Invoice — recorded payments are what fills the Paid column
Keeping Track of Invoices — see what's outstanding across all customers
Exporting Outstanding Invoices for a Single Customer — get a customer's outstanding invoices into a spreadsheet
Adding Invoice Payment Terms, Quote Notes, Bank Details, and Record Numbering — set the bank details that appear at the bottom of a statement