How to Create and Send a Customer Statement Form in QuickBooks

To create and send a customer statement in QuickBooks Online, open the Customer Hub, check the box next to each client who should receive one, choose Statement from the Batch action menu, pick a statement type and date range, and click Save and send. A statement pulls every invoice, payment, and credit for a client into one document so they can see their full account at a glance, rather than hunting through individual invoices.1QuickBooks. Understand the Difference Between Invoices, Sales Receipts, Bills, and Statements

Pick the Statement Type First

Before you send anything, decide which of the three formats fits what you want the client to see. All three pull from the same transaction data; they just present it differently.2Intuit. Statement Types

  • Balance Forward shows all activity between a start and end date you choose, with a beginning balance at the top and a running balance after each transaction. It reads like a bank statement and is the usual choice for a monthly billing cycle.
  • Open Item lists only invoices that still carry an unpaid balance, no matter when they were issued. Each line shows the original amount and what’s still due. This works well when clients pay invoices one by one and want to match each line to a specific job or purchase order.
  • Transaction displays every transaction in the date range — payments, credits, invoices — without a running balance or amount-due total. Nonprofits sometimes use it as a donor activity report because it avoids implying an obligation.

For a routine monthly reminder to clients with outstanding balances, Balance Forward is usually the cleanest choice.

Create and Send the Statement in QuickBooks Online

Generating statements is a batch process. You pick the clients, set the reporting window, and send everything at once.3QuickBooks. Create and Send Customer Statements in QuickBooks Online

  1. Go to Customer Hub, then Customers & leads.
  2. Check the box next to each customer who should receive a statement. Select as many as you need.
  3. Open the Batch action dropdown and choose Statement.
  4. Select your Statement Type from the dropdown.
  5. Set the Statement Date, Start Date, and End Date to define the reporting window.
  6. Confirm the address listed in the Customer Email field for each recipient.
  7. Click Save and send, review the preview, and hit Send.

QuickBooks skips any customer with no activity in the date range, so no blank statements go out. If you use sub-customers set to “Bill with parent,” generate the statement under the parent’s name. The sub-customer’s transactions roll up automatically.3QuickBooks. Create and Send Customer Statements in QuickBooks Online

After statements go out by email, QuickBooks logs the date and delivery method for each client in the transaction history. That log tells you who received a statement and creates a record of your collection efforts.

Printing Instead of Emailing

If a client wants a paper copy, choose Print instead of Save and send at the last step. QuickBooks formats the document for a standard letter-size page. A first-class stamp for a one-ounce envelope currently runs $0.78.4USPS. First-Class Mail and Postage For large batches, commercial postage rates through a meter or online shipping service can lower the cost per piece.

Include a Payment Link in the Email

Statements don’t have a built-in “Pay Now” button the way invoices do. The workaround is to generate a payment link separately and paste it into the email body before you send.5QuickBooks Community. Can You Add a Payment Link to Statements Here’s the sequence:

  • Go to Sales → Payment links → New payment link. Choose one-time or multi-use, enter the amount, and click Create link. Copy the URL, QR code, or buy button.
  • When you reach the send preview after Save and send, paste the link into the email body, then hit Send.

You need an active QuickBooks Payments account for this to work.6QuickBooks. Send Payment Links in QuickBooks In QuickBooks Online, payments received through these links post as sales receipts. In QuickBooks Desktop, they arrive as customer credits, and you have to apply them to the correct invoice manually. It’s an easy step to miss.

What You Can and Can’t Customize

QuickBooks Online offers limited customization for statements compared to invoices and estimates. You control the statement type, date range, and included customers, but you can’t upload a logo, change fonts, or rearrange columns on the statement template itself in the online version.7QuickBooks Community. How Can I Change the Format of My Customer Statements If that’s a problem, you can submit a request through the Gear icon → Feedback.

QuickBooks Desktop gives you more room. In Desktop, custom form styles let you adjust the column layout, add a company logo, reposition your business contact information, and include payment terms or late-fee language on the template. Those changes carry over to every statement you generate afterward, so printed and emailed copies stay consistent.

Whichever version you use, keep the “Amount Due” field prominent. A statement with a buried total is easy for a client to set aside. Including aging buckets (current, 1–30 days past due, 31–60, 61–90, and over 90) helps clients see at a glance which invoices are getting old and helps you gauge collection risk across your book.