View or send a customer statement

  1. Overview
  2. Invoices & Quotes
  3. Manage invoices you send
  4. View or send a customer statement

ⓘ This article is for small businesses who use Xero 

Overview

  • Understand the different types of customer statements.

  • View a statement of account or print or email one to your customer.

About customer statements

Statement types

Customer statements show the financial activity of your customer. In Xero, there are two types of customer statements:

  • Activity statements – show all the activity for the customer within a date rate. This includes all sales invoices, payments received, credit notes, prepayments and overpayments.

  • Outstanding statements – show only what's owed by the customer as at a certain date. They don't show any prepayments or transactions that have been fully paid or credited.

Prepayments on statements

Prepayments don’t show on outstanding statements, they only show on activity statements. They’re not deducted from the total balance on the statement, as Xero doesn’t account for a prepayment in accounts receivable until it’s applied to an invoice.

You can apply prepayments to an invoice up to the invoice's total amount. When you apply a prepayment, Xero adds an allocation item to the statement that impacts the balance due.

If you treat a prepayment as an overpayment, Xero includes the overpayment in the total balance on your customer's activity statement.

 

View a customer statement

  1. In the Contacts menu, select Customers.

  2. Click the contact’s name.

  3. At the top right corner of the screen, click the menu icon Xero's menu icon, 3 dots in a vertical line., then select Send statements.

  4. (Optional) Change the statement type or date, then click Update.

 

Print a customer statement

To print a PDF statement for a single customer:

  1. In the Contacts menu, select Customers.

  2. Click the contact’s name.

  3. At the top right corner of the screen, click the menu icon Xero's menu icon, 3 dots in a vertical line., then select Send statements.

  4. (Optional) Change the statement type or date, then click Update.

  5. Click Print PDF.

  6. Select the branding theme to apply to the statement, then click OK.

To print a statement for multiple customers, as one PDF document:

  1. In the Contacts menu, select Customers.

  2. At the top right corner of the screen, click the menu icon Xero's menu icon, 3 dots in a vertical line., then select Send statements.

  3. (Optional) Change the statement type or date, then click Update.

  4. Select the checkbox for each customer you want to print a statement for, then click Print.

  5. Select the branding theme to apply to the statements, then click OK.

ⓘTip

The statement type shows after the statement heading, eg Statement - Activity. You can change this using an advanced invoice template.
Email a customer statement

Email one or multiple statements

To email a PDF statement to a single customer:

  1. In the Contacts menu, select Customers.

  2. Click the contact’s name.

  3. At the top right corner of the screen, click the menu icon Xero's menu icon, 3 dots in a vertical line., then select Send statements.

  4. (Optional) Change the statement type or date, then click Update.

  5. Click Email.

  6. Complete the fields in the Send Statement window, then click Send.

To email statements to multiple customers, at different email addresses:

  1. In the Contacts menu, select Customers.

  2. At the top right corner of the screen, click the menu icon Xero's menu icon, 3 dots in a vertical line., then select Send statements.

  3. (Optional) Change the statement type or date, then click Update.

  4. Select the checkbox for each customer you want to email a statement to, then click Email.

  5. Complete the fields in the Send Statement window, then click Send.

Send Statement window fields

When you send a statement to your customer, you can customize the information in the email

Field name Description

To, Email

Enter the email address for each contact. 

If there’s an email address on the contact’s record, this will populate automatically, but you can change it here if you need to. If you change an email address here, it doesn’t update in the contact’s record. You need to update the contact to change an existing email address.

If you enter an email address that wasn’t on the contact’s record, Xero saves it as the primary person in the contact record.
From, Reply to

This name appears on the message you send and is the email address that any replies are sent to.

You can update the email address on emails you send to contacts in the organisation settings.
Email template

Select an email template from the list. You can add email templates for emails you send from Xero.
Show/hide placeholder info

Click Show placeholder info to show the placeholders you can add to your subject or message for this email type.

Click Hide placeholder info to hide the placeholder information.
Subject

Xero populates the Subject field with the text and placeholders set up in the selected email template. You can edit these directly in the field, or customise the subject in an email template to reuse later.
Branding

If you've set up more than one invoice template, select the theme you want to apply to this statement.
Message

Xero populates the Message field with the text and placeholders set up in the selected email template. You can edit these directly in the field, or customise the message in an email template to reuse later.
Send me a copy

Select this checkbox to send yourself a copy of the email and statement.

 

 

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