A statement of account template

Last updated 20 August 2026

A statement of account template is mostly a column layout. Get that right once and producing statements becomes transcription rather than design.

Fix these once

• Your business name, address and contact details.
• Your payment details and the reference you want quoted.
• Your standard note about the statement not being a tax document.
• The column headings.

Leave these blank

The customer, the statement number, the date, the period, and every transaction line.

The columns

The defaults on this document are Date and Reference, which is right for a statement. Keep the Amount column so the balance calculates.

Date        Reference        Description                  Amount

Four columns is usually enough. Adding more makes the document harder to scan without telling the customer anything they cannot get from the referenced document.

A template to copy

[Your business name]
[Address]  ·  [phone]  ·  [email]

STATEMENT OF ACCOUNT           No. STM-____
                               Date:   ____
                               Period: ____

Account
[left blank]

Date      Reference     Description              Amount
________  ____________  _______________________  ______
________  ____________  _______________________  ______

                        Balance outstanding      ______

Payment
[Bank name] · [Account name] · [Account number]
Please quote [your account reference] when paying.

This statement summarises your account. It is not a tax
document; please retain the original invoices.

Showing payments

Payments reduce the balance, so they need to read as deductions. Two approaches:

• Enter them as negative amounts, so the arithmetic runs automatically.
• Enter them positive and label the column Debit and Credit, which suits customers whose own systems present it that way.

Pick one and be consistent. A statement that mixes both is a statement someone will query.

One file per customer

This is where the time is saved. Keep a saved file per regular customer, with their name and account reference already in it. Each month you open it, replace the lines, update the period and export.

statements/
  _blank.json
  acme-trading.json
  riverside-clinic.json

Save as file writes each one to your own disk. Nothing is stored for you here, so the folder is the record.

Adding ageing

If you want an ageing split, add it as lines at the foot rather than as extra columns:

Current        458,400
30 days         19,800
60 days              0
90 days+        12,400

Four short lines, and they do more to prompt payment than anything else on the page.

A QR code

The sheet can carry a QR code at the top or foot. On a statement, a link to your payment page is the useful thing to encode, since statements often produce a payment of the whole balance rather than a specific invoice.

A check before saving

• Are the transaction lines empty?
• Is the balance field blank?
• Is the not-a-tax-document line present?
• Are your bank details current?
• Is the account name blank?

The statement of account format

A statement’s format is a dated list, and the discipline is chronology: every invoice and every payment on the account, oldest first, with a running balance down the right-hand side. The customer at the top, the period covered, and the closing balance made unmissable, because that number is the reason the document exists.

Some customers call it an account statement; the title is editable if yours do. The other formatting decision, whether settled items drop off or stay, is the open item or balance forward choice.

A worked statement of account example you can copy

A sample statement of account covering one month:

STATEMENT OF ACCOUNT                      STM-0012
Acme Trading Co · 1 to 31 August 2026

Date     Reference          Amount     Balance
02 Aug   INV-0042          468,640     468,640
14 Aug   Payment received (100,000)    368,640
20 Aug   CRN-0009          (43,200)    325,440
28 Aug   INV-0051           86,000     411,440

Balance due: KSh 411,440

Note what the example includes: the credit note sits in the run like everything else, so the customer sees the correction was applied. A statement that hides adjustments invites a reconciliation call. Sent monthly, this one page replaces most chasing; see how to send a statement.

Next

For what belongs on the document, see how to write a statement of account. For choosing a format, see open item or balance forward. For payments that do not match any single invoice, see when a customer pays the wrong amount. Or open the statement generator.