How to Send a Statement of Account
A clear summary of what your client owes — when to send one, what to include, and why they help you get paid faster.
What Is a Statement of Account?
A statement of account is a document that summarises all transactions between you and a client over a given period. Unlike an invoice (which requests payment for a single job), a statement shows the complete picture: all invoices raised, payments received, credit notes issued, and the running or closing balance.
Think of it as a mini bank statement for your relationship with that client.
When Should You Send a Statement?
- 📋 End of each month — the most common approach, giving clients a regular summary of their account.
- 📋 When chasing overdue payments — a statement showing multiple unpaid invoices is more compelling than chasing each one individually.
- 📋 At the end of a project — summarise all invoices and payments for the engagement.
- 📋 When a client disputes an amount — a clear statement helps resolve misunderstandings quickly.
- 📋 Before year-end — help clients reconcile their books and confirm outstanding balances.
What to Include on a Statement
- ✅ Your business name and address
- ✅ Client's business name and address
- ✅ Statement date and period covered (e.g. 1 March – 31 March 2026)
- ✅ Opening balance (carried forward from the previous period)
- ✅ List of invoices — date, invoice number, description, amount
- ✅ Payments received — date, reference, amount
- ✅ Credit notes — date, credit note number, amount
- ✅ Closing balance — the total amount currently owed
- ✅ Payment terms and instructions
Statement of Account vs Invoice
| Feature | Invoice | Statement |
|---|---|---|
| Purpose | Request payment for one job | Summary of all transactions |
| Legal requirement | Yes (for VAT-registered) | No |
| Frequency | Per job or milestone | Monthly or as needed |
| Shows payments? | No | Yes |
Tips for Effective Statements
- 💡 Highlight overdue amounts — make it obvious which invoices are past due so the client prioritises them.
- 💡 Include payment instructions — bank details or a link to your payment page removes friction.
- 💡 Keep the tone professional — a statement is informational, not aggressive. Let the numbers speak.
- 💡 Send as PDF — a clean PDF attachment looks more professional than pasting figures in an email body.
Frequently Asked Questions
What is the difference between a statement and an invoice?
An invoice requests payment for a specific transaction. A statement summarises all transactions — invoices, payments, and credit notes — over a period, showing the overall balance owed.
How often should I send a statement of account?
Monthly is most common. Send them more frequently for high-volume clients or whenever you're chasing overdue payments. There's no legal minimum or maximum.
Is a statement of account a legal requirement in the UK?
No. Statements are not legally required. They're a professional tool for account reconciliation and payment chasing.
What should a statement of account include?
Your business details, client details, the statement period, all invoices and payments with dates and amounts, any credit notes, and the total balance outstanding.
Generate Statements in One Click
Experi creates professional statements of account from your invoice history automatically. Select a client, pick a date range, and download the PDF.
Start Free — No Credit Card Required