Billing statement template you can fill in online
Reviewed in November 2026
A billing statement is the monthly bill a business sends to a client it serves every month. It starts from last month's balance, adds the new charges and takes off the payments. The last line is the amount due. The generator above opens with a cleaning contract in pesos.
Billing statement
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What it includes
- Business name, address, TIN or tax ID and contact
- Statement number and statement date
- Billing period
- Client name, account number and address
- Previous balance
- Payments received with date and reference
- New charges by invoice number
- Amount due and due date
- Payment instructions
Billing statement: full text
BILLING STATEMENT
[MetroShine Janitorial Services]
[Unit 5, Dela Rosa St, Makati] · TIN [number] · [+63 917 555 0142]
Statement no.: [BS-2026-10]
Statement date: [1 November 2026]
Billing period: [1 to 31 October 2026]
Client:
[Lakeview Business Center, Admin Office]
Account no.: [MS-0047] · [Ayala Ave, Makati]
Date Description Amount
[30 Sep] Previous balance [18,500.00]
[10 Oct] Payment received, ref [BDO-77120] [-18,500.00]
[31 Oct] Invoice [1021], monthly cleaning [24,000.00]
[18 Oct] Invoice [1027], lobby deep cleaning [6,500.00]
[31 Oct] Invoice [1030], cleaning supplies [3,250.00]
[28 Oct] Payment received, ref [GCash 5521] [-10,000.00]
AMOUNT DUE [PHP 23,750.00]
Due date: [15 November 2026]
Payment instructions
[Bank transfer] · Account name [MetroShine Janitorial Services] · Account no. [number]
[GCash] [number]
Please quote the statement number with your payment.How the lines of a billing statement run
MetroShine Janitorial cleans an office building in Makati every month. Its October statement to the building reads like this.
| Date | Line | Amount (PHP) |
|---|---|---|
| 30 Sep | Previous balance | 18,500.00 |
| 10 Oct | Payment received, thank you | -18,500.00 |
| 31 Oct | Invoice 1021, monthly cleaning for October | 24,000.00 |
| 18 Oct | Invoice 1027, deep cleaning of the lobby | 6,500.00 |
| 31 Oct | Invoice 1030, cleaning supplies | 3,250.00 |
| 28 Oct | Payment received, partial | -10,000.00 |
| Amount due by 15 November | 23,750.00 |
Payments sit as negative lines in the same column. The client reads one number at the end.
Billing statement or statement of account
The two look alike but answer different questions. A billing statement asks for this month's payment from a client on a recurring contract.
A statement of account lists every open invoice for a customer over months. Accounts receivable teams send it to settle old balances.
| Point | Billing statement | Statement of account |
|---|---|---|
| Who gets it | A client billed every month | Any customer with open invoices |
| Period | One billing cycle | Several months or the whole year |
| Main purpose | Collect this cycle | Agree the balance and chase old debt |
| Starts from | Last month's balance | The opening balance of the period |
| Typical sender | Service providers and landlords | Distributors and finance teams |
For the long list of open invoices, use the statement of account template. It adds a running balance by date.
Fields the client looks for
| Field | What it answers |
|---|---|
| Statement number and date | Which month this is |
| Billing period | The days the charges cover |
| Account or contract number | Which service or site is billed |
| Previous balance | What was left from last month |
| Payments received | That the last transfer arrived |
| New charges by invoice number | What the client is paying for now |
| Amount due and due date | How much and by when |
| Payment channels | Where to send the money |
Quote each invoice number on its own line. The client's accounts team matches them against approved purchase orders.
Who sends a billing statement
- Janitorial and security agencies billing a building every month.
- Water refilling stations with offices on a monthly tab.
- IT support firms on a retainer with extra call-outs.
- Landlords billing rent plus electricity and association dues.
- Tutors and review centers billing parents by month.
- Canteens billing a company for staff meals.
Each one has a fixed charge and a few extras. The statement shows both without a separate letter.
Billing statement letter
Some clients want a short cover letter with the statement. Keep it to the period, the amount and the due date.
«Dear Ms. Santos, attached is the billing statement for October 2026. The amount due is PHP 23,750.00, payable by 15 November. Payment details are on the statement. Thank you for the continued trust.»
Send the same note by email or in the chat with the admin officer. Attach the PDF in both cases.
Collect the monthly balance on WhatsApp
Admin officers in the Philippines answer Viber and WhatsApp faster than email. Send the statement there on the first working day.
«Good morning Ms. Santos, this is Joy from MetroShine. The October statement is attached. Amount due is PHP 23,750 by 15 November through bank transfer or GCash. Salamat po.»
Follow up one day after the due date if no payment shows.
«Hi Ms. Santos, the October balance of PHP 23,750 was due yesterday. May the transfer date be confirmed today? Salamat.»
Common billing statement mistakes
- Starting from zero each month. The client forgets the unpaid part of last month.
- Payments without a date or reference. The client cannot tie them to a transfer.
- Extras with no invoice number. Accounts holds them until someone explains.
- No billing period. Two statements look like the same month.
- Amount due without a due date. It gets paid with the next batch.
- Sending it after the client's cut-off day. The payment slips a full cycle.
Let the monthly reminders go out on their own
Makatea sends the statement reminder on WhatsApp or email on the day you choose. It follows up after the due date if the balance stays open.
Each payment you record lowers the balance on the next reminder. Upload your clients from Excel and try it free for 14 days without a card.
Free on Makatea: proforma invoice template · promissory note template · rent receipt template · free receipt template
Frequently asked questions
What is a billing statement?
It is a monthly summary of charges and payments for one client. It ends with the amount due and the due date.
Is a billing statement the same as an invoice?
No. The invoice bills one sale or service. The statement groups the month's invoices and payments into one balance.
How do payments show on a billing statement?
As negative lines with their date and reference. The amount due is what remains after them.
Is a billing statement an official receipt or sales invoice?
No. It is a commercial request for payment. Tax documents like the BIR sales invoice are issued separately.
When should a billing statement go out?
On the first working day after the period closes. Clients then fit it into their payment run.
Can I send a billing statement by WhatsApp?
Yes. Download the PDF or image and send it in the chat with the client's admin officer.
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