Customer Statements
A Customer Statement is a read-only report and printable or emailable document that summarizes all accounts receivable activity for a specific customer within a defined date range. It shows an opening balance, every transaction that affected the customer’s AR balance (invoices, customer credits, payments, and applicable journal entries), and a closing balance.
Customer Statements do not create any general ledger entries. They are a reporting and communication tool only.
Common use cases:
- Collections - remind customers of outstanding balances with a professional document
- Reconciliation - help customers match their accounts payable records against your DualEntry data
- Customer communication - send via email directly from DualEntry or download and mail a printed copy
Navigating to Customer Statements
Customer Statements live under Money In → Customer Statements in the left navigation. This page shows your full list of previously generated statements and lets you create new ones.
Creating a Statement
Click New to open the statement creation form. The screen uses a split layout: the parameter form on the left and a live PDF preview on the right that updates as you change your inputs.
Required Fields
Company - Select the company whose transactions will appear on the statement. Elimination companies are excluded from this list. The statement is always scoped to a single company; intercompany transactions are excluded.
Customer - Select the customer for whom you are generating the statement. Both active and inactive customers are available. You can generate a statement for a parent customer only or, when the customer has child records, choose Consolidated to roll up balances from all child customers into one statement. A consolidated statement adds a Customer column to the transaction table so you can see which child each line belongs to.
Statement Date - The “as of” date for the closing balance and aging summary. Defaults to today. Must be today or in the past.
Optional Fields
Start Date - The earliest transaction date to include. Leaving this blank includes all transactions from the beginning of the customer relationship, which is the recommended default for most use cases. Setting a start date is useful when a customer only wants to see activity for a specific period. The Start Date must be on or before the Statement Date.
Currency - Defaults to the company’s base currency. When a foreign currency is selected, only transactions in that currency appear on the statement; transactions in other currencies are excluded, and a disclaimer is shown at the bottom of the PDF. When base currency is selected, all amounts are converted to base using the exchange rates recorded at the time of each transaction.
Include Zero Balance Transactions - When toggled on (the default), the statement shows all transactions including paid and fully settled invoices. When toggled off, only transactions with an open balance appear, making the statement shorter and focused on what the customer still owes.
Include Aging Summary - When toggled on (the default), an aging summary table appears below the transaction list. Toggle it off to produce a cleaner statement if the customer does not need the aging breakdown.
Paper Size - Choose Letter (8.5″ × 11″, the US default), Legal (8.5″ × 14″), or A4. The preview and the generated PDF both respect this selection. Letter is the standard for US-based statements.
Footer / Remittance - Optionally include payment instructions at the bottom of the statement (bank details, payment portal link, etc.). This pulls from the Payment Information configured for the company.
Quick Date Chips
Use the date chips to set the period with one click: This Month, Last Month, This Quarter, Last Quarter, This Year, Last Year, or Custom (when your dates don’t match a preset).
Statement Layout
The header section identifies both the sender (your company) and the recipient (the customer):
| Field | Source |
|---|
| Company name, logo, address, phone/email | Company record |
| ”Statement” label and Statement Date | User input - displayed as “As of MM/DD/YYYY” |
| Statement period | User input - displayed as “From MM/DD/YYYY to MM/DD/YYYY” |
| Customer name and billing address | Customer record |
| Account number (if set) | Customer record |
| Amount Due | Calculated closing balance |
Transaction Lines
All AR-affecting transactions within the statement period appear in chronological order. An Opening Balance row always appears at the top, showing the customer’s AR balance as of the day before the Start Date.
| Column | Description |
|---|
| Date | Posting date of the transaction |
| Transaction # | Reference number (e.g., IN-123456, CC-100001, CP-100001, JE-100001) |
| Type | Invoice, Customer Credit, Customer Payment, Prepayment Application, or Journal Entry |
| Description / Memo | Memo field from the source record |
| Charges | Positive AR impact - invoice amounts |
| Credits | Negative AR impact - payments and credits applied |
| Balance | Running balance after each transaction |
- Invoices - Appear in the Charges column. Both open (unpaid or partially paid) and paid invoices within the period are included.
- Customer Credits - Appear in the Credits column. Unapplied, partially applied, and fully applied credits within the period are all shown.
- Customer Payments - Appear in the Credits column. Each payment applied within the period is listed as a separate line.
- Customer Prepayment Applications - Appear in the Credits column when a prepayment is applied to an invoice within the period. Note: a Customer Prepayment itself (a liability) does not appear on the statement; only its application record does.
- Journal Entries - Included only when a JE line directly debits or credits the Accounts Receivable account for this specific customer. Multi-customer JEs show only the lines for the selected customer.
Voided and deleted transactions are never shown on the statement.
Aging Summary
The optional aging summary appears below the transaction lines and buckets outstanding balances by days past due as of the Statement Date:
| Current (Not Yet Due) | 1-30 Days | 31-60 Days | 61-90 Days | 91+ Days | Total Amount Due |
|---|
| $X,XXX.XX | $X,XXX.XX | $X,XXX.XX | $X,XXX.XX | $X,XXX.XX | $X,XXX.XX |
Output Options
Create & Download PDF
Saves the statement as a permanent record, downloads the PDF to your computer, and navigates to the statement’s detail page. Use this when you want to print and mail the statement or attach it to an email outside of DualEntry.
Create & Send
Opens an email modal pre-filled with the customer’s primary email address. You can edit the recipient, add CC and BCC addresses, and modify the subject and body before sending. When you confirm, DualEntry saves the statement, sends the PDF as an attachment, and navigates to the detail page. The default subject is Statement from [Company Name] - As of [Statement Date]. The default subject and body are configurable per organization under Settings → Money-In.
Both actions are disabled while the preview is loading or if required fields are incomplete.
Statement Detail Page
After a statement is created, its detail page shows the same split layout but in read-only mode. The preview renders from a saved snapshot, not from live data. This is intentional: the statement represents AR as of the moment it was generated. If you later edit or void an underlying invoice, add new invoices, or change customer data, those changes will not appear on the existing statement. Generate a new one to reflect updated figures.
From the detail page you can:
- Download PDF - re-download the PDF without creating a new record
- Send Statement - open the email modal to send for the first time (if not yet sent)
- Re-send - re-open the email modal to resend a previously sent statement; available from both the detail page and the row actions in the list view
- Archive - archive the statement; archived records appear in the Archived tab on the list page
List View
The Customer Statements list page shows all statements across all companies and customers. Key capabilities:
Tabs - The Active tab shows all current statements. The Archived tab shows archived records.
Filters - Filter by company, customer, statement date, status, and other fields. Filters can be saved as named views so you can return to the same filter configuration without re-selecting each time.
Search - Search by customer name or statement number.
Recently Viewed - Quickly navigate back to statements you recently accessed from the history sidebar.
Activity tab - Each statement has an Activity tab that logs key events including when the statement was created, when it was sent, and to whom. This is useful for confirming delivery and tracking communication history with a customer.
Statuses - Statements track a record status that reflects where they are in your workflow.
Bulk Download
You can select multiple statements from the list using the checkboxes on each row and download them all at once. Selection is capped at 25 statements at a time.
- 1-3 statements selected - Each downloads as an individual PDF.
- 4+ statements selected - All PDFs are packaged into a single ZIP file named with a timestamp (e.g.,
customer-statements-2026-05-19T14-55-07.zip). A progress indicator shows how many have been generated.
For printing: open any statement row’s action menu and click Print to send the PDF directly to your print dialog.
Snapshot Behavior
Customer Statements are point-in-time snapshots. Once generated, a statement is frozen. If you:
- Edit or void an invoice that was included
- Record a new payment against an invoice in the period
- Add new invoices for that customer in the same period
…none of those changes will appear on the existing statement. This is by design: the statement represents what was true when it was sent or printed. Create a new statement to reflect current data.
Edge Cases and Common Questions
What if the customer has a $0.00 balance?
The system warns you before generating. You can still generate the statement by enabling the Include Zero Balance Transactions toggle if the customer specifically requests one.
What if the customer has a credit balance (overpaid)?
The closing balance shows as a negative number, and the statement footer includes the message: “You have a credit of $X,XXX.XX on your account.”
What if there are no transactions in the selected period?
The statement shows a 0.00openingbalance,notransactionlines,anda0.00 closing balance with a friendly empty-state message.
Can I generate a statement across multiple companies?
No. Statements are scoped to one company at a time. Intercompany transactions are excluded.
Can I generate a statement for multiple customers at once?
Not currently. Each statement is for one customer (or one customer’s consolidated tree). Bulk send and mass print for a list of customers are not yet supported. For a data-driven view of what multiple customers owe, the AR Aging Detail report filtered by customer is often a better alternative. It provides more data points and is exportable.
Is there a vendor statement equivalent?
No. Customer Statements are AR-side only. A mirrored AP-side vendor statement is out of scope and rarely requested in practice.
Does the Customer Statement pull from the same data as the AR Aging report?
Yes, the statement uses the same reporting endpoints as the AR Aging report. Occasional discrepancies may indicate data or filter differences, not a systemic mismatch.
What if I need the statement data in Excel format?
Use the AR Aging Detail report filtered by customer. It contains more data points than the PDF statement and is better suited for reconciliation in a spreadsheet.
Multi-Currency
When the company has multi-currency enabled:
- Base currency selected - all amounts convert to base currency using the exchange rate recorded at the time of each transaction.
- Foreign currency selected - only transactions in that currency appear. Transactions in other currencies are excluded, and a disclaimer prints at the bottom: “Transactions in other currencies are excluded from this statement.”
Configuring Email Defaults
Org-level default email subject and body for customer statements are set under Settings → Money-In. These defaults pre-fill the Send Statement modal but are editable before each send. This follows the same pattern as invoice and customer payment email settings.
Related Pages
Last modified on June 15, 2026
