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Sales · Accounts Receivable
One page that answers “so what do we owe you?”
A customer statement takes everything you've invoiced and everything they've paid, lays it out in date order with a running balance, and lands in their inbox as a clean, branded PDF — for whatever period you ask for.
Opening → invoiced → paid → closing · Running-balance ledger · Any date range · Emailed as branded PDF
Statement of AccountAcme Distributors
Opening24,000
Invoiced68,000
Paid52,000
Closing40,000
| Date | Type | Reference | Debit | Credit | Balance |
|---|---|---|---|---|---|
| 01 Jul | Opening | — | — | — | 24,000 |
| 04 Jul | Invoice | INV-2041 | 30,000 | — | 54,000 |
| 12 Jul | Payment | PMT-8817 | — | 20,000 | 34,000 |
| 18 Jul | Invoice | INV-2062 | 38,000 | — | 72,000 |
| 27 Jul | Payment | PMT-8890 | — | 32,000 | 40,000 |
| Closing balance (KES) | 40,000 | ||||
1 pagethe whole account relationship in one document
4 totalsopening, invoiced, paid and closing at the top
Any perioda date range you set, or all activity to date
Branded PDFyour logo and details, emailed to the customer
Why it matters
Most payment disputes are really memory disputes.
“I already paid that.” “I never got that invoice.” “I thought we agreed a lower figure.” Chasing money is rarely about bad faith — it's about two parties holding different, incomplete pictures of the same account. The moment you can put a single, dated, running-balance ledger in front of a customer, the conversation changes from argument to arithmetic.
That's what a customer statement is for. It's not a new invoice and not a reminder letter — it's the whole story of an account, reconciled to a closing balance both sides can agree on.
What did we bill?
Every non-cancelled invoice in the period, on the date it was raised, as a debit that increases the balance.
What did they pay?
Every payment received in the period, on the date it landed, as a credit that reduces the balance.
What's left?
A running balance after each line, and a closing balance that says exactly what's outstanding right now.
Anatomy of a statement
Read it top to bottom.
Every statement is built the same way, so customers learn to read it once and never question the format again.
1
Your brand header
Your logo, name, email and phone sit at the top — the statement looks like it came from you, not from software.
2
Customer & period
Who the statement is for, and the exact window it covers — a From–To range, or “all activity” when you leave the dates open.
3
The four summary boxes
Opening balance, total invoiced, total paid and closing balance — the headline numbers before anyone reads a single line.
4
The running-balance ledger
Date, type, reference, description, debit, credit and balance — every invoice and payment in date order, each with the balance after it.
5
Closing balance
The final running balance: the single figure that says what this customer owes as of the end of the period.
Opening balance is carried from the customer's own account balance, so the statement doesn't pretend the relationship started on day one of the period. Every invoice raised (excluding anything cancelled) is a debit; every payment received is a credit; and the balance column simply carries the arithmetic forward line by line.
Because it is generated from your live invoices and payments — not typed up by hand — the numbers on the statement are the same numbers in your system. There is no re-keying, and nothing to fall out of sync.
From data to inbox
Four moves, one button.
1
Pick the period
Open a customer and hit Send Statement. Choose a From and To date, or leave them open to cover everything to date.
2
AWRA builds the ledger
Invoices and payments in that window are pulled, sorted by date, and accumulated into a running balance automatically.
3
Rendered as a PDF
The ledger is laid out on a branded A4 Statement of Account and saved securely against the customer.
4
Emailed to the customer
The PDF is queued and sent as an attachment, to the recipients you chose — no printing, no manual send.
Delivery you control statement-20260731.pdf
Customise the email before it goes.
A statement is a customer touchpoint, so you decide exactly how it lands — who receives it, what it says, and the period it covers — from a single dialog.
Customize Statement Email
01 Jul 2026
31 Jul 2026
Statement of Account — Acme Distributors
Please find your account statement for July attached…
- Recipient, CC and BCC — send to the customer and keep finance in the loop.
- Your own subject and message — set the tone, not a generic system email.
- Date range on the spot — monthly, quarterly or all-time, decided as you send.
- Queued for reliable delivery — sending happens in the background so the app never stalls.
What's inside
Built to be trusted, not just sent.
True running balance
Entries are sorted by date and the balance accumulates line by line — opening plus debits minus credits — so the closing figure is provably correct.
Any period
Set a From–To window for a monthly or quarterly statement, or leave it open to show the customer's entire history to date.
Your branding
The PDF carries your logo and contact details in the header, so it reads as an official document from your organisation.
Currency-aware
The statement currency follows the customer or your base currency, and each line carries its own currency label for clarity.
Clean data in
Cancelled invoices are excluded automatically, so a statement never shows a charge that was voided.
Scoped & permissioned
Only users with customer access can send statements, and every statement is strictly scoped to your own organisation's data.
Web & API
Trigger a statement from the customer screen, or via a token-authenticated API with idempotency for safe, repeatable sends.
Saved on file
Each generated statement PDF is stored against the customer, so there's always a record of exactly what was sent.
Empty-state aware
No activity in the period? The statement says so plainly instead of sending a confusing blank page.
Drawn from live data Open Customer 360
The statement is a view, not a copy.
A statement is only as trustworthy as the data underneath it. Because AWRA builds each one directly from your live customer invoices and payments at the moment you send it, there is no export-then-edit step where numbers can be massaged or go stale.
Raise an invoice, record a payment, void a charge — and the very next statement reflects it. The customer's running balance and your receivables are the same source of truth, presented for the customer to read.
Clear scope
Honest about what it is.
A customer statement is a running-balance ledger of invoices and payments, delivered by email as a branded PDF. It is deliberately focused: it summarises what was billed and paid over a period and the balance that remains. It is not an aging report with 30/60/90 buckets, it doesn't break out tax lines, and it labels currency rather than converting it. For dunning workflows and overdue analysis, statements pair with Aging Reports and Payments & Collections — each doing the job it does best.
Works with the rest of receivables
A statement is one view of a bigger relationship.
The invoices and payments it summarises live across the sales and receivables suite. Follow the thread:
Questions, answered
Customer statements FAQ.
What's on a customer statement?
Your branded header, the customer and period, four summary boxes (opening balance, invoiced, paid, closing balance), and a ledger table of every invoice and payment in date order — each with date, type, reference, description, debit, credit and a running balance.
How is the statement delivered?
It's generated as a branded PDF and emailed to the customer as an attachment. Before it sends, you set the recipient, CC and BCC, the subject and message, and the date range.
Can I cover just one month or quarter?
Yes. Set a From and To date for any window, or leave them blank to include the customer's full activity to date. The closing balance always reflects the running balance at the end of the range.
Where does the opening balance come from?
From the customer's own account balance, so the statement continues the relationship rather than pretending it began at the start of the period. Every invoice then adds to it and every payment reduces it.
Is this an aging report?
No. A statement is one customer's running-balance ledger. For 30/60/90 overdue buckets across all customers, use Aging Reports — statements and aging complement each other.
Does it handle different currencies?
Each line carries its own currency label and the statement currency follows the customer or your base currency. It labels currency for clarity rather than performing foreign-exchange conversion.
Settle it with a document
Turn “what do I owe?” into a PDF you can send in seconds.
Pick the customer, pick the period, and let AWRA build and email the running-balance statement — reconciled to a closing balance you both can trust.