Statement of account template
A summary to send a customer each month: what they owed at the start, what you invoiced, what they paid or were credited, and what they owe now, with the balance worked out after every line.
- By Book Keeping Pros
- Sources checked 15 Oct 2026
A statement of account sums up a customer's account with you over a period, such as a month. It starts from the balance owed at the start, adds each invoice, takes away each payment and credit note, and finishes with the balance owing on the statement date. An invoice asks for payment of one sale; a statement shows the whole account, so the customer can check it against their own records and spot anything they have missed or paid twice.
A customer with a balance is a debtor, which business.gov.au's glossary uses for anyone, a person or a business, who owes you money, and the statement is drawn from that customer's account in your accounts receivable records. business.gov.au suggests sending regular invoices on a set timetable, so customers can tell when each will arrive. Statements that go out on the same day each month bring the same predictability to the account as a whole.
Download it as a CSV file and open it in a spreadsheet program. A statement also serves as a gentle prompt. business.gov.au points out that a customer who hasn't paid may simply have forgotten, and suggests contacting them with a friendly reminder.
Download the template
The template as a CSV file, which opens in any spreadsheet program.
Download the CSV fileWhat's in the template
| Date | Details | Reference | Due date | Charges (AUD) | Payments and credits (AUD) | Balance owing (AUD) |
|---|---|---|---|---|---|---|
| 1 May 2026 | Balance brought forward from the April statement | 2,350.00 | ||||
| 6 May 2026 | Payment received, thank you | Applied to invoice 1162 | 900.00 | 1,450.00 | ||
| 8 May 2026 | Invoice | Invoice 1195 | 7 Jun 2026 | 1,820.00 | 3,270.00 | |
| 14 May 2026 | Credit note for returned goods | Credit note 41, against invoice 1195 | 160.00 | 3,110.00 | ||
| 19 May 2026 | Payment received, thank you | Applied to invoice 1180 | 1,450.00 | 1,660.00 | ||
| 25 May 2026 | Invoice | Invoice 1203 | 24 Jun 2026 | 640.00 | 2,300.00 | |
| 31 May 2026 | Totals for May and closing balance owing | 2,460.00 | 2,510.00 | 2,300.00 |
Illustrative example only: these rows show the method and are not sourced data.
What goes in each column
- Date: The date of the invoice, payment or credit note, or the first and last days of the statement period.
- Details: What the line is: the balance brought forward, an invoice, a payment received, a credit note or the closing totals.
- Reference: The invoice or credit note number, and for a payment, the invoice it was applied to.
- Due date: When each invoice falls due under your payment terms; left blank for payments and credits.
- Charges (AUD): The amount of each invoice issued in the period.
- Payments and credits (AUD): Each payment received from the customer and each credit note issued to them.
- Balance owing (AUD): What the customer owes after the line: the balance above it, plus any charge, less any payment or credit.
How to use it
- Download the CSV file and open it in a spreadsheet program. Make one statement for each customer, headed with your business name and contact details, the customer's name and the statement date.
- Start from the closing balance on the customer's last statement as the balance brought forward, then list every invoice, payment and credit note dated in the period, in date order.
- Work out the balance after each line, then total the charges and the payments and credits. The opening balance plus the charges, less the payments and credits, should equal the closing balance.
- Before sending, compare the closing balance with what your accounts receivable records show for that customer, and find the reason for any difference.
- Add how to pay at the foot, such as your bank details and a request to quote invoice numbers. business.gov.au suggests your payment terms tell customers which payment methods you accept.
- Don't leave an overdue invoice for the next statement to pick up. Contact the customer: business.gov.au suggests a reminder, and agreeing a new payment date or a payment schedule if needed.
Related terms
Sources
- Key financial terms
business.gov.au, Australian Government. Current at 15 October 2026, released 9 July 2024. Checked 15 October 2026.
© Commonwealth of Australia 2020, licensed under CC BY 3.0 AU. Licence: CC BY 3.0 AU.
- How to invoice
business.gov.au, Australian Government. Current at 16 October 2026, released 17 December 2025. Checked 16 October 2026.
© Commonwealth of Australia 2020, licensed under CC BY 3.0 AU. Licence: CC BY 3.0 AU.
- What to do when you haven't been paid
business.gov.au, Australian Government. Current at 16 October 2026, released 21 January 2026. Checked 16 October 2026.
© Commonwealth of Australia 2020, licensed under CC BY 3.0 AU. Licence: CC BY 3.0 AU.
- Payment terms
business.gov.au, Australian Government. Current at 16 October 2026, released 18 December 2025. Checked 16 October 2026.
© Commonwealth of Australia 2020, licensed under CC BY 3.0 AU. Licence: CC BY 3.0 AU.
Related guides
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How to manage your business cash flow
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