How to print a customer statement in QuickBooks

Are you looking for a way to print customer statements easily? You’ve come to the right place. 

Customer statements are an essential tool for keeping track of your accounts receivable and payments. With QuickBooks, you can print customer statements quickly and efficiently to ensure that your finances stay organized.

In this post, you’ll learn:

• Why you need a customer statement.
• The different types of customer statements.
• How to print a customer statement in QuickBooks. 

Why create a customer statement?

Here are the main reasons to learn how to print a customer statement in QuickBooks. 

Increased transparency: Your customer statements convey essential information about the transactions between your business and its customers. This includes invoiced amounts, payments made, and any balances due. 

Boost cash flow: Regularly sending customer statements reminds customers of outstanding balances, encouraging timely payments. This is especially useful for customers who have recurring or multiple invoices.

Resolve disputes efficiently: A customer statement serves as a factual record of transactions that both parties can use to pinpoint and resolve discrepancies.

Stay organized and professional: Knowing how to print a customer statement in QuickBooks lets you present transaction histories in a clean and professional format, enhancing your business image.

Time-saving and convenient: QuickBooks simplifies the customer statement process, so you save time to focus on critical business areas.

Types of customer statements

Balance forward

This statement type summarizes a customer’s account over a specific period. It shows:

• The beginning balance. 
• The total of all the charges and credits during the period. 
• The ending balance. 

It’s useful for customers with ongoing transactions as it gives a high-level overview of their account activity. 

Open item

The open item statement lists individual invoices and credit memos that are open or outstanding from the last 365 days.

This statement is ideal for customers who pay invoices separately. It highlights which invoices are unpaid to ensure customers address them promptly.

Transaction statement

The transaction statement is the most detailed. It includes a list of all transactions between your business and customer for a selected date range. These transactions include:

• Sales. 
• Payments. 
• Credits.
• Refunds. 

This type of statement is best for customers who want a detailed transaction record to track their account activity closely.

How to print a customer statement in QuickBooks: Step-by-step video tutorial

Learning how to print a customer statement in QuickBooks is crucial for keeping your clients informed on their account activity. 

Whether you’re new to QuickBooks or need a refresher, this step-by-step video tutorial guides you through the process of printing customer statements.

Watch this video tutorial to learn how to print a customer statement in QuickBooks.

What’s even better is that when you integrate QuickBooks with a CRM like Method, you can automate the customer statement generation process, cutting your manual work in half.

Learning how to print a customer statement in QuickBooks saves valuable time, letting you focus on growing your business with confidence.

How to customize your customer statements

When you combine QuickBooks with Method, a CRM that connects seamlessly with your accounting software, you take customer statements to the next level. 

Here are some of the customization options you get with this powerful combination:

• Customizable templates, complete with your logo, custom fonts, and brand colors.
• Automated follow-up emails for outstanding payments that you can personalize.
• Advanced custom fields to add details, whether it’s a tag or a customer-specific note.
• Interactive statements, including links for customers to view their details online, schedule payments, or contact customer support.

Joining QuickBooks with Method creates an unbeatable duo that enhances communication, saves time, and elevates the customer experience.

QuickBooks customer statements FAQs

How to make a statement in QuickBooks for a sub-customer?

In QuickBooks, a sub-customer manages multiple projects or locations for a single customer. Here’s how to create a statement for a sub-customer:

QuickBooks Online:

1. Go to the “Sales” menu and choose “Customers.”
2. Find and select the sub-customer you want to create the statement for.
3. Click on the “Create statement” button in the top right corner.
4. Personalize the statement and click “Save and send” or “Save and close.”

QuickBooks Desktop:

1. Go to the “Customers” menu and choose “Create statements.”
2. Under “Select customers,” choose “Multiple customers.”
3. From the list, select the sub-customer you want to create a statement for.
4. Customize the statement and click on “Preview” or “Print.”

How to delete customer statements in QuickBooks?

If you’ve created a customer statement that you no longer need, you can delete it with these steps:

QuickBooks Desktop:

1. Go to the “Reports” menu and choose “Customers & receivables,” then select “Statements.”
2. Find the statement you want to delete.
3. Open the statement, go to the “Edit” menu, and select “Delete statement.”

QuickBooks Online:

In QuickBooks Online, customer statements aren’t saved, so there’s no need to delete them. Instead, you can generate them when needed and send them to your customers.

How to make multiple customer statements in QuickBooks Online

Using QuickBooks Online, you can easily make statements for multiple customers simultaneously. Here’s how:

1. Go to the “Sales” menu and select “Customers.”
2. Click on the “Batch actions” drop-down menu and choose “Create Statements.” You’ll see a list of customers. 
3. Check the boxes next to the customers you want to create statements for.
4. Personalize the statement options, such as the date range and type of statement.
5. Click “Save and send” to email the statements or “Save and close” if you plan to send them later.

Print customer statements faster to get your business back on your side. 

Start your free trial of Method.

Image credit: sirichai via Adobe Stock