Statement of account template in Excel and Word
Reviewed in October 2026
A statement of account lists every invoice, payment and credit for one customer over a period. It ends with the balance the customer owes on the statement date. Download the template in Excel and the running balance calculates itself. The Word version is ready to print or send as PDF.
What it includes
- Business name, address and contact details
- Customer name, account number and address
- Statement date and the period it covers
- Opening balance carried from the last statement
- One line per invoice, payment or credit note
- Running balance after each line
- Amount due now and the due date
- Aging summary by days past due
- How to pay and who to contact
Statement of account: full text
STATEMENT OF ACCOUNT [Business name] [Address] · [Phone] · [Email] [Tax ID, if any] To: [Customer name] Account no.: [Account number] [Customer address] Statement date: [31 October 2026] Period: [1 October 2026] to [31 October 2026] Date Reference Description Debit Credit Balance [01 Oct] Opening Balance brought forward [12,500.00] [05 Oct] INV-[1042] [October supplies] [8,400.00] [20,900.00] [12 Oct] PAY-[0318] Payment received, thank you [12,500.00] [8,400.00] [20 Oct] CN-[0021] Credit note, damaged item [600.00] [7,800.00] [28 Oct] INV-[1057] [Delivery charges] [1,200.00] [9,000.00] Total invoiced this period: [9,600.00] Total paid and credited: [13,100.00] AMOUNT DUE: [9,000.00] Due by: [15 November 2026] Aging of the amount due Current 1-30 days 31-60 days 61-90 days Over 90 days [9,000.00] [0.00] [0.00] [0.00] [0.00] How to pay Bank transfer to [bank name], account [number], reference [account number] [UPI ID / mobile money number / payment link] Questions about this statement? Contact [name] at [phone or email] within [15] days. If you have already paid, please ignore the amount due and send the payment reference.
Statement of account example with figures
A stationery wholesaler in Pune sells on 30-day terms to a school. At month end it sends this statement.
| Date | Reference | Debit (₹) | Credit (₹) | Balance (₹) |
|---|---|---|---|---|
| 1 Oct | Opening balance | 12,500 | ||
| 5 Oct | Invoice 1042 | 8,400 | 20,900 | |
| 12 Oct | Payment by UPI | 12,500 | 8,400 | |
| 20 Oct | Credit note 21 | 600 | 7,800 | |
| 28 Oct | Invoice 1057 | 1,200 | 9,000 |
The school sees one number to pay. It also sees which invoices make up that number.
What goes in each part
- Opening balance. Copy the closing balance of the last statement. A gap here starts most disputes.
- Reference. Use the same invoice and receipt numbers the customer already has.
- Debit and credit. Invoices go in debit. Payments and credit notes go in credit.
- Running balance. Each line adds the debit and subtracts the credit. The Excel file does it for you.
- Amount due and due date. Put the date the customer must pay, not the statement date.
- Aging summary. Split the amount due by how many days each invoice is past due.
- How to pay. Give the bank details or payment link right on the statement.
Final statement of account
A final statement of account closes a relationship. It goes out when a contract ends or a customer moves away.
Use the same template with three changes. Title it Final statement of account. Include every open item since the start. Add a line that says the account is closed once the balance is paid.
When the balance reaches zero, send a no dues certificate. It confirms in writing that nothing is pending.
Statement of account, invoice and receipt
| Document | What it does | When it goes out |
|---|---|---|
| Invoice | Asks for payment of one sale | When you deliver or bill |
| Statement of account | Shows all invoices and payments with the balance | Monthly or before a follow-up |
| Receipt | Confirms a payment arrived | Right after the payment |
When to send a statement
- At month end for every customer on credit terms.
- Before a payment reminder when the customer has several open invoices.
- When a customer says the amount is wrong.
- At year end so both sides close their books with the same figure.
- When an account closes or changes owner.
Common mistakes
- Leaving out credit notes. The customer subtracts them anyway and the balances stop matching.
- Sending the statement without a due date. The customer reads it as information, not as a request.
- Mixing two customers in one file. Keep one statement per account number.
- Changing invoice numbers. Use the numbers printed on the invoices.
- Sending it once a year. A monthly statement catches errors while they are small.
Statement of account by type of business
The layout stays the same in every business. What changes is what goes in each line.
| Business | Debit lines | Credit lines |
|---|---|---|
| School or coaching centre | Monthly fee, exam fee, transport | Fee payments, sibling discount |
| Landlord or housing society | Rent, maintenance, water, late fee | Rent received, deposit adjusted |
| Distributor or wholesaler | Invoices for each delivery | Payments, credit notes for returns |
| Service provider | Monthly retainer, extra hours | Payments, advance received |
Use the same names the customer sees on the invoice. A line called “Inv 1042” is easier to check than “Services”.
Let the reminders follow the statement on their own
Makatea reads the same Excel file and sends each customer a WhatsApp reminder before the due date. When the customer pays, Makatea records the payment and the balance updates.
Upload your customer list and the first reminders go out on their dates. Start free for 14 days with no card.
Free on Makatea: proforma invoice template · promissory note template · rent receipt template · free receipt template
Frequently asked questions
What is a statement of account?
It is a summary of every invoice, payment and credit for one customer. It ends with the balance due on a given date.
Is a statement of account the same as an invoice?
No. An invoice asks for payment of one sale. A statement shows all open invoices and payments together.
How often should I send a statement of account?
Monthly works for most businesses on credit terms. Send one extra when a customer disputes the balance.
Can I send the statement by WhatsApp?
Yes. Save the Word file as PDF and send it in the same chat as your reminder.
What is a final statement of account?
It is the last statement before an account closes. It lists every open item and the final balance to settle.
Do I need an account to download the template?
No. The Excel and Word files download directly with no sign-up.
How to make a statement of accounts?
List every invoice, payment and credit for the customer in date order with a running balance, then show the amount due and the due date at the bottom. The template on this page does the running balance for you.
What is an SOA in accounting?
SOA stands for statement of account: a summary of the invoices, payments and credits between a business and one customer over a period, with the balance still due.
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