How do I send a statement to a customer in QuickBooks

How do I send a statement to a customer in QuickBooks?

Keeping track of all your customer transactions can be overwhelming, and you may want to send them a statement periodically to remind them of their outstanding balance. QuickBooks is a popular accounting software that offers an easy way to create and send statements to customers. In this article, we will guide you through the steps of sending a statement to a customer in QuickBooks.

Overview of Customer Statements in QuickBooks

Before we delve into the steps of sending a statement, let’s first understand what a statement is in QuickBooks. A statement is a summary of all the transactions that have taken place between you and a customer over a specific period. It includes invoices, payments, and any credits or refunds issued during that period. It offers simple practice user experience. Statements help you keep track of what your customer owes you and can be sent to them as a reminder of their outstanding balance.

Why Send a Statement?

Sending a statement can be beneficial for both you and your customer. It serves as a reminder to your customer that they have an outstanding balance and may prompt them to pay you sooner. For you, sending statements regularly helps keep your accounts receivable up to date, making it easier to track who owes you money.

Steps to Send a Statement to a Customer in QuickBooks

Now that we have an understanding of what a statement is and why it is beneficial, let’s dive into the steps of sending a statement to a customer in QuickBooks. QuickBooks Support is a service provided by Intuit, the maker of QuickBooks accounting software. It offers assistance and guidance to users who encounter issues or have questions about the software. Support can be accessed through various channels, including phone, chat, and email.

Step 1: Navigate to the Statements Window

The first step is to navigate to the statements window in QuickBooks. To do this, follow these steps:

  1. Open QuickBooks and navigate to the Customers tab on the left-hand side of the screen.
  2. Select the Create Statements option on the top right-hand side of the screen.
  3. This will open the Statements window.

Step 2: Select the Customer and Date Range

In the Statements window, you will see a list of all your customers. Select the customer you want to send the statement to by clicking the checkbox next to their name. You can also select multiple customers if you want to send statements to all of them at once. Next, select the date range for the statement. You can choose from predefined date ranges or customize the date range as per your preference.

Step 3: Review and Edit the Statement

After selecting the customer and date range, QuickBooks will generate a statement for you. Review the statement and make any necessary edits. You can customize the statement by adding or removing columns, changing the font or color, and adding your company logo.

Step 4: Preview and Send the Statement

Once you are satisfied with the statement, preview it to ensure that everything is accurate. You can also email the statement to the customer directly from QuickBooks by clicking on the Email button on the top right-hand side of the screen. You can choose to send the statement as a PDF or an Excel file, depending on your preference.

Tips for Sending Statements in QuickBooks

  • Send statements regularly, preferably at the same time each month.
  • Customize your statements to reflect your brand and make them more professional.
  • Follow up with your customers after sending a statement to ensure they have received it and are aware of their outstanding balance.


Sending a statement to a customer in QuickBooks is a simple process that can help you keep track of your accounts receivable and remind your customers of their outstanding balances. Learn More

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