Free statement of account template for exporters

A statement of account shows a customer every invoice, credit note and payment for a period and the balance they owe, so that both sides can reconcile their books. This sheet keeps one line per document with a running balance and due dates, shows what is overdue by age, and ends with the balance to pay and your bank details.

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Statement of account – Example filled in with the free generator (sample data)

What the template covers

Your company and the customer, statement date, period and currency
Opening balance brought forward from the last statement
One line per document: date, type, number, reference (PO or B/L), due date
Debit for invoices and debit notes, credit for payments and credit notes
Running balance after each line, by formula
Days overdue for each unpaid invoice, from the statement date
Ageing summary: not yet due, 1 to 30, 31 to 60, 61 to 90 and over 90 days
Balance due, payment terms, bank details and a request to report differences

Sources

Export-Import Bank of the United States, protecting against buyer nonpayment (open account and receivables)

Guides on this topic

Payment Terms in International Trade: T/T, L/C, D/P, D/A, Open AccountT/T in advance, 30% deposit and 70% against copy B/L, L/C, D/P, D/A and open account compared: who bears the risk, how each works and the wording…Documentary collection: D/P vs D/A under URC 522, steps and risksHow a documentary collection works under ICC URC 522: the five parties, D/P vs D/A, what banks check, the collection instruction, and what happens…Types of letters of credit (UCP 600): sight, usance, confirmed, transferableLetter of credit types under UCP 600: irrevocable by default, sight payment, deferred payment, acceptance, negotiation, confirmed and transferable…Proforma Invoice Meaning and How It Differs from a Commercial Invoice (Customs Rules)Proforma vs commercial invoice: what each is for, when customs or banks refuse a proforma (19 CFR 141.91, UCP 600 Art. 18), free samples, and what…

What a statement of account is for

Invoices are sent one by one; a statement brings them together with the payments received, so that the customer can match them against its own records and see what is still open. It helps to spot payments that were not allocated, bank charges deducted from transfers, invoices the customer never received and credit notes that were not applied. Send it monthly, or before chasing an overdue amount.

Running balance and ageing

Start from the balance at the end of the last statement, add each invoice or debit note and subtract each payment or credit note in date order. Ageing groups the open invoices by how long they are overdue at the statement date, so you can see whether the problem is one old invoice or a pattern of late payment. Agree payment terms in the contract and show them on every statement.

Currency, bank charges and differences

Keep one statement per currency. International transfers often arrive short because intermediary or receiving banks deduct charges; agree in the contract who bears them and show any shortfall as a separate line rather than leaving the invoice partly open. Ask the customer to confirm the balance or report differences within a set number of days.

Common questions

What is a statement of account?

A summary for one customer of all invoices, credit and debit notes and payments in a period, with the balance owed at the statement date.

What is the difference between an invoice and a statement of account?

An invoice asks for payment for one sale; a statement lists all invoices and payments over a period and shows the total balance outstanding.

How is ageing calculated?

For each unpaid invoice, the number of days between its due date and the statement date; the amounts are then grouped, for example into 1 to 30, 31 to 60, 61 to 90 and over 90 days overdue.

How do I show bank charges deducted from a payment?

Record the payment at the amount received and the deducted charges as a separate line, so that the customer can see why the balance is not zero and you can agree who bears them.

How often should I send a statement of account?

Monthly is common, and also before chasing an overdue amount or when the customer asks for a balance confirmation.

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