Customer statements

To help you and your customers keep track of their account and how much they owe you, you can produce statements for your customers quickly and easily at any time in Accounting. Or, if you send regular monthly statements, you can set up to send these by email automatically.

How it works

Send statements to customers showing the outstanding balance on their account and a list of outstanding invoices to pay.

  • Choose the Statement Type - choose to include all invoices and payments on the statement or just those that are outstanding.

  • Choose to create a statement for an individual customer or for all customers with an outstanding balance.

  • Schedule statements to send every month automatically.

  • Print the statements ready to post or email them directly.

Set the customer statement type

The statement type set here only applies when sending individual statements. If you send statements in a batch, only outstanding items are included.

  1. Go to Settings, then Business Settings, and then Statement Settings.
  2. In the Customer Statement Type , select one of the following:

  • Outstanding items only. Select this option if you want your customer statements to only show outstanding transactions.
  • All Activity. Select this option if you want your customer statements to show all transactions.
  1. Click Save.

Add a note, or bank details to a statement

If you want to include a note, or your bank details for payment on your customer statements:

  1. Go to Settings, then Business Settings, and then Statement Settings.
  2. In the Customer Statement Notes section, enter the notes as required.
  3. Click Save.

The notes you entered will now appear in the footer of all new statements you create.

Choose to print or email statements

Choose whether to send statements via email per customer when sending in a batch using the Statement Run option.

  • From Contacts, open the relevant customer.

  • From the Options tab, edit the Statement Runs section.

  • Choose Print or Email from the Statement Run drop-down.

  • From here you can also who the statements are sent to.

Generate a statement for a single customer

  1. From Contacts, then click Customers.
  2. Click on the relevant customer.
  3. Click Manage, then click Statements.
  4. Enter the required date or date range.
  5. To email the statement, click Manage Statement, then click Email.

Check or enter the following information, then click Send:

To If the main customer contact has an email address, this automatically appears. If necessary, you can amend this and enter additional email addresses separated by a semicolon.

Tip: If you want to amend the default email address the statement is sent to, please see To amend the default statement address section.
Cc If you want to send a copy to anyone else enter the email address.
Copy to me If you want a copy to be sent to your the email address you used to sign up to Sage, select this check box.
Message A default email message appears automatically from Email Defaults. You can amend this if necessary.
  1. To print a PDF copy of the statement, click Manage Statement then click Print.

Depending on your Internet browser, the PDF opens in a new window or tab and you can choose to print or save it from your browser file menu.

  1. To save the statement as a CSV file which you can then open with Microsoft Excel, click Manage Statement then click Export to CSV file.

Depending on your internet browser, the file either downloads automatically to your Downloads folder or you’re prompted to save the file on your computer. If prompted, browse to where you want to save the file, then click Save. You can then open the file with Microsoft Excel.

Send multiple statements at once

This creates statements for all customers based on the date and the amount overdue. All statements will show only outstanding items, regardless of the setting in the Customer Statement Type field within the Record and Transaction settings.

Before you start

Choose the statement run options for each customer. This determines the name and address on each statement , whether it is printed or emailed, and whether an individual customers is included.

For example, there may be customers who require special treatment where you don't want to automatically send a statement.

  • From Contacts, open the relevant customer.

  • From the Options tab, edit the Statement Runs section.

Send multiple statements

  1. Go to Contacts, then click Customers.
  2. Click Statement Run.
  3. In the Outstanding amount over box, enter the relevant value.
  4. In the Produce statement as of box, enter the date you want to run the statements for.

Any invoices paid after this date will be included on the customer statements.

  1. Click Next, then complete one of the following options:
    • If there are customers that meet the criteria you entered, choose Generate.
    • If there aren’t any customers that meet the criteria you entered, choose Back and complete steps 3 to 5 again or close the window.
  1. Once you click Generate, statements are created as PDFs to print and post, or emailed to customers directly, depending on how this is set in each customer record.

Send monthly statements

If you send regular monthly statements to your customer, you can schedule these to send automatically. Please note that in order to schedule monthly statements, a statement must first be calculated for the customer using the steps in the section above. Future statements can then be scheduled monthly by following the steps below.

  1. Go to Contacts, then click Customers.
  2. Click on the relevant customer.
  3. Click Manage Statement, then click Schedule Monthly Statements.
  4. Check or enter the following information:
Enable Monthly Statement Monthly statements are sent to your customers while this check box is selected.
To If the main customer contact has an email address, this automatically appears. If required, you can amend this and enter additional email addresses separated by a semicolon.

Tip: If you want to amend the default email address the statement is sent to, please see To amend the default statement address section.
Cc Your login email address automatically appears. If necessary, you can delete or amend this.
Message A default email message appears automatically from Email Defaults, you can amend this if necessary.
Email statements monthly on day Enter the day of the month you want to send the statement to your customer. The statement includes transactions entered up to the day of the month prior to this. For example, if you enter day 10, the statement includes transactions from day 10 of the previous month to day 9 of the current month.

Tip: If you want to send statements up to the last day of the previous calendar month, enter 1 here. The statement includes transactions entered from day 1 to the end of the previous month. For example, a statement sent on 1 June includes transactions from 1 May to 31 May. This means you can send statements up to the last day of the month even if it’s 28, 30 or 31 days.
Exclude zero balances If you don’t want to include transactions which have a zero balance, select this check box.
  1. Click Save.

You’ve successfully enabled monthly statements which are now emailed to your customer on the day you specified.

You can stop the statements at any time. To do this:

  • Repeat step 1, then clear the Enable Monthly Statement check box and click Save.

Change the default statement addresses

The first time you send a statement, the main customer address appears on the statement. If you choose to email the statement, it includes the email address for the main contact. If required you can change these defaults.

If you need to add a new address or contact, you can do this from the contact record, by clicking Addresses then click either Add Address or Add Address Contact.

  1. Click Manage Statement, then click Statement Addresses/Contacts.
  2. To change the customer’s email address that the statement is sent to, click Statement Email/Contact then click the relevant contact.
  3. To change the customer’s address that appears on the statement, click Statement Address then click the relevant address.
  4. Click Save.

The next time you produce the statement PDF or email it to your customer, the new addresses are used.