Account Statements & Aging Reports

Produce a complete billing summary for any customer — covering every charge, payment, and outstanding balance — with overdue amounts grouped by how long they have been unpaid.

What Account Statements Do

An account statement is a consolidated billing document that shows a customer the full history of their account over a specified period. It is different from an invoice, which covers a single sale. A statement answers the question every account customer eventually asks: "What do I actually owe you right now, and for what?"

BizBooks Pro generates statements from live data — every invoice, payment, credit memo, and adjustment already recorded in the system. You choose the format and date range, and the statement assembles itself. No manual compilation, no spreadsheet work.

Statements are particularly important for businesses that:

Extend credit terms (net 30, net 60, or net 90)
Have customers with multiple open invoices at any given time
Bill on a recurring monthly basis
Need a formal document to support collection efforts

Note: Generating a statement does not create any new accounting transactions. It is purely a reporting function that reads existing data and presents it in a formatted document.

How to Generate an Account Statement

Follow these steps to produce a statement for a specific customer:

Go to Customers in the left navigation.
Click the customer's name to open their record.
Click Statement or Generate Statement from the customer action menu.
In the statement dialog, select the Statement Type: Transaction, Open Item, or Balance Forward.
Enter the Statement Date Range — the period of activity you want the statement to cover.
Click Preview to review the statement before downloading.
Click Download PDF to save the formatted document.

The statement pulls your company logo and address from the company profile automatically. The customer's billing name and address come from their customer record. Review both before generating if you have not done so recently.

Tip: Run a quick preview before downloading. If you notice a payment that seems missing or an invoice that should not be there, investigate in the customer's transaction history first, correct the underlying data, and then regenerate the statement.

Statement Types Explained

BizBooks Pro offers three statement formats. Each presents the same underlying account data in a different structure. Choose the format that best matches what your customer needs to see.

Transaction Statement

Lists all invoices, payments, credit memos, and adjustments within the statement period in date order, with a running balance after each line. This is the most comprehensive format and the best choice when a customer wants to trace exactly how their current balance was reached.

When to use it: Account reconciliations, detailed history requests, customers who ask "how did I end up at this balance?"

Open Item Statement

Displays only invoices that remain fully or partially unpaid as of the statement date. Paid invoices are excluded. Each open invoice appears with its original issue date, due date, original amount, amount paid to date, and balance remaining.

When to use it: Collections calls, overdue reminders, situations where you only need the customer to focus on what they still owe.

Balance Forward Statement

Starts with an opening balance (the unpaid amount carried forward from before the statement period), then lists new invoices and payments during the period, and ends with a closing balance. This reads like a monthly billing statement — similar to a utility bill or credit card statement — and is standard practice in wholesale, distribution, and monthly service billing.

When to use it: Monthly billing cycles for ongoing account customers, distributors, or service clients billed on a recurring schedule.

Format	Includes Paid Invoices?	Starting Point	Primary Use
Transaction	Yes	Opening balance	Full account history, reconciliation
Open Item	No	Unpaid invoices only	Collections, overdue follow-up
Balance Forward	No (summarized as opening balance)	Carried forward balance	Monthly billing, account customers

Aging Analysis

BizBooks Pro automatically appends an aging summary to every statement. Aging tells you and your customer how long outstanding invoice balances have been sitting unpaid, measured in days from the invoice due date to the statement date.

Reading the Aging Table

The aging table appears near the bottom of the statement and breaks the total outstanding balance into five buckets:

Current — Not yet past the due date
1-30 Days — Between 1 and 30 days overdue
31-60 Days — Between 31 and 60 days overdue
61-90 Days — Between 61 and 90 days overdue
Over 90 Days — More than 90 days overdue

Aging is always calculated from the invoice due date, not the invoice issue date. An invoice with net-30 terms issued 40 days ago has been overdue for 10 days and falls in the 1-30 day bucket.

Using Aging to Prioritize Collections

Scan your customer statements for large balances in the 61-90 and Over 90 day buckets. These accounts require the most urgent attention — they represent money that has been outstanding long enough that the risk of non-collection is rising. Use this information to:

Call or email high-aging customers directly rather than sending another statement
Evaluate whether to put the account on hold until the balance is reduced
Decide whether to escalate to a collection agency for 90+ day accounts

Tip: Run an Accounts Receivable Aging Report (under Reports) at the same time you send statements. The report gives you a company-wide view of all aging across all customers, so you can identify your highest-risk accounts before you send statements out.

Batch Statement Printing

When you need to send statements to your entire customer base — a common month-end task — batch printing lets you generate all of them simultaneously instead of visiting each customer record one by one.

Running a Batch

From the Customers section, locate the Batch Statements option (typically in the top action bar or a dropdown menu).
Choose the Statement Type to apply across all customers in the batch.
Set the Statement Date — typically the last day of the current period.
Optionally enter a Minimum Balance to filter out customers who owe very little (for example, $10 or less).
Click Generate Batch.
Download the resulting PDFs individually or as a single ZIP archive.

Who Gets Included in the Batch

The batch includes all active customers who have an outstanding balance greater than zero (or greater than the minimum threshold you set) as of the statement date. Customers with a zero balance are excluded automatically. If a customer's record is marked inactive, they are also excluded from batch generation.

Tip: Schedule batch statements on a fixed date — such as the first or last business day of the month — and make it part of your regular close process. Consistency is what turns statements from a reactive tool into a proactive collections strategy.

PDF Export & Printing

Every statement can be downloaded as a PDF directly from the preview screen. The PDF is formatted for standard letter or A4 paper and is optimized for both digital sending and physical printing.

What the Statement PDF Includes

Your company name, logo, address, and contact information (from Company Settings)
Customer name and billing address (from the customer record)
Statement period start and end dates
Statement type label (Transaction, Open Item, or Balance Forward)
Transaction table with date, description, charges, credits, and balance columns
Aging summary table
Total amount due — prominently displayed
Optional remittance instructions or payment terms note

Sending Statements by Email

Download the PDF and attach it to an email in your email client. For best results, include the statement period and the total amount due in the email subject line so the customer sees the key information immediately. Example subject line: Your BizBooks Pro account statement — March 2026 — Amount due: $840.00.

Tip: Keep your company logo file up to date in Settings → Company Profile. A statement with a missing or low-resolution logo looks unprofessional and can undermine confidence in your billing.

Frequently Asked Questions

Does generating a statement change any account balances or transactions?

No. Statement generation is a read-only operation. It reads existing invoices, payments, and credits from the database and formats them for display. No new transactions are created, no balances are altered, and no accounting entries are posted.

What if a customer says a payment is missing from their statement?

Go to the customer's transaction history and verify that the payment was recorded. If it was recorded but is not appearing on the statement, check that the payment date falls within the statement period you selected. If the payment has not been recorded at all, record it first, then regenerate the statement.

Can I show both paid and unpaid invoices on the same statement?

Yes — use the Transaction Statement format. It includes all activity (invoices, payments, credits) within the date range you select, whether the invoices are paid or not. Paid invoices appear as charges with corresponding payment lines that reduce the balance.

How do credit memos affect the statement?

Credit memos appear as negative amounts on the Transaction Statement, reducing the running balance. On an Open Item Statement, credits are applied against the oldest unpaid invoice first and reduce the displayed balance of the affected invoice accordingly.

Is there a way to see all outstanding customer balances before generating statements?

Yes. Run the Accounts Receivable Aging Report from the Reports section. It shows every customer's outstanding balance broken into aging buckets and gives you a company-wide view of what is owed before you commit to sending a full round of statements.