Customer Account Statement (Statement of Account)

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Customer Account Statement (Statement of Account)

A Customer Account Statement (also called a Statement of Account or Account Statement) provides a clear, consolidated view of a customer’s account activity—showing their invoices, payments, credits (e.g., credit notes), due dates, and the current outstanding balance.

Customer Account Statement overview showing invoices, payments, credits, and balance

It’s especially useful for recurring customers, commercial/corporate accounts, and any customer who prefers a single summary instead of checking multiple invoices individually.

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What the statement is for

Use a Customer Account Statement when you want to:

  • Chase overdue balances with a clear summary of what’s outstanding.
  • Support monthly/periodic billing by giving accounts teams one snapshot of the customer’s account.
  • Reduce back-and-forth—customers can see invoices, payments, and remaining balance in one place.
  • Provide proof of account history (useful for audits, corporate accounts, or property managers).

Key benefits

  • Faster payments: customers see exactly what’s due and by when.
  • Fewer disputes: a single statement reduces confusion across multiple invoices.
  • Better cashflow control: you can quickly identify customers with outstanding balances.
  • Cleaner reconciliation: ideal for customers who pay in batches or on billing cycles.

What’s included in the statement

The statement provides a structured summary of the customer’s account, typically including:

  • Invoice details: invoice number, reference (e.g., booking reference), invoice amount.
  • Payment activity: payments recorded against invoices (including partial payments).
  • Due dates: to help customers understand when payments are expected.
  • Balance tracking: a running balance and the current outstanding amount.
  • Customer and business details: customer details plus your company branding/contact details.

Example showing what details appear in a customer statement including invoice amounts, payments, and balances

Note: The statement is a summary view. If something looks incorrect (e.g., a balance is higher than expected), check the underlying invoice(s) and payment record(s).

How to view a customer statement

You can open a Customer Account Statement in two common ways:

Option A: From the Customer details page

  1. Go to Customers.
  2. Open the customer’s profile (Customer details page).
  3. Open the Actions menu.
  4. Select View statement.

View statement option in the customer details page actions menu

Option B: From the Customers list

  1. Go to Customers to open the Customers list.
  2. Find the customer.
  3. Open the row Actions menu.
  4. Select View statement.

View statement option from the all customers list actions menu

Once the statement is open, you can share it with the customer immediately:

  • Print PDF to download/print a copy for records or to send externally.
  • Email Statement to send it directly from OctopusPro to the customer.

Print PDF and Email Statement buttons on the customer statement screen

Tip: After emailing the statement, you can review communication history from the customer profile to confirm what was sent and when.

Branding & email template tips

To keep statements professional and consistent, make sure your business details and branding are set up correctly:

If you want to refine the message used when emailing statements (subject/body/placeholders), review your email templates and available placeholders:

Best practices (recurring & corporate billing)

If you regularly bill commercial customers, property managers, or repeat clients, these options can reduce admin time and improve payment turnaround:

  • Use invoice due dates: set clear payment terms so due dates appear consistently on invoices (and help customers understand when balances are due). See Invoice Due Dates & Payment Terms.
  • Set customer billing cycles: group billing into predictable periods (e.g., weekly, fortnightly, monthly) for customers who pay “on account.” See Customer Billing Cycle Management.
  • Consolidate multiple invoices: if a customer prefers a single payable invoice for a period, merge invoices into a consolidated (group) invoice. See Consolidate & Merge Multiple Invoices.

Example: A property manager has multiple bookings across different sites during the month. You can issue separate job invoices for operational tracking, then provide a month-end statement to summarise activity—and optionally merge invoices if they require a single payable document.

Troubleshooting & FAQs

Why doesn’t the balance look right?
Balances depend on the underlying invoices and recorded payments/credits. If a customer claims they paid, confirm the payment has been recorded against the invoice(s). Helpful guides:

Can I confirm whether the statement email was sent?
Yes—check the customer’s communication log/history to review sent emails and SMS messages.

Who can access statements?
Access depends on your user role/permissions. If a user cannot see statements, confirm they have the required permissions to access Customers and Invoices.

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