Templates

Statement of account format for customers

One page that shows a customer everything since the last statement: what they owed at the start, every invoice, receipt and credit note, and what they owe now. Download it, or let SimpleERP build it from your posted documents.

Free download, no sign-up

Filled with the sample shown. The Excel file carries the running balance down with formulas.

In short

This is a free statement of account format, in Excel, Word and PDF, listing invoices, receipts and credit notes with a running balance. SimpleERP builds the same statement for any customer and date range from posted documents.

Lakshmi Steel Furnitures

GSTIN 33AAACL1234A1ZG

Statement of account

SOA-2026-27-0031

Customer: Ravi Stores

Opening balance₹40,000.00
Invoice INV-2026-27-0213, 2 steel racks₹11,776.00
Receipt RCT-2026-27-0064, UPI₹25,000.00 Cr
Invoice INV-2026-27-0219, 2 office chairs₹15,222.00
Credit note CN-2026-27-0009, 1 office chair returned₹7,611.00 Cr
Receipt RCT-2026-27-0071, cheque₹10,000.00 Cr

Closing balance₹24,387.00

What this document is for

A statement of account is what you send a customer when the numbers need agreeing: before you chase a payment, at the end of a quarter, or when their accountant says your figure does not match theirs. It is a copy of their ledger in your books, laid out so they can tick it against their own.

Chasing a payment with the open invoices and the total due in front of the customer, not just a reminder.
Year-end balance confirmation, where the customer's accountant signs off that both books agree.
Finding the difference when a receipt was applied to the wrong invoice or a credit note was never booked on their side.

What a statement of account must contain

No GST rule prescribes a format, so the test is whether the customer can reconcile it with their books in one sitting.

Your business name, address and GSTIN, and the customer's name and address.
The period, from and to dates, and the date the statement was prepared.
The opening balance brought forward from before the period.
Every entry in date order: invoices, receipts, credit notes and any journal adjustments, with date, type, number, debit and credit.
A running balance after each entry, and the closing balance the customer owes.
An ageing summary of the closing balance, so the oldest money stands out.

How to fill the template

Take the entries from the customer's ledger for the period. The Excel file has Date, Particulars, Debit, Credit and Balance columns: each balance is the one above plus the debit less the credit, so you only type each entry once.

Set the header and the period
Put your business and the customer at the top. The sample is Lakshmi Steel Furnitures' statement for Ravi Stores from 1 to 10 October 2026.
Bring the opening balance forward
Enter the closing balance of the last statement as the first row. Ravi Stores starts the period owing ₹40,000.00.
Add every entry in date order
Invoices as debits, receipts and credit notes as credits. The sample has invoices INV-2026-27-0213 for ₹11,776 and INV-2026-27-0219 for ₹15,222, receipts RCT-2026-27-0064 for ₹25,000 and RCT-2026-27-0071 for ₹10,000, and credit note CN-2026-27-0009 for ₹7,611.
Check the closing balance
The sample closes at ₹24,387.00 owed by Ravi Stores. Check it against the customer's balance in your ledger before you send it.

Make it in SimpleERP instead

In SimpleERP the statement is not typed at all. Open the customer, pick the dates, and the statement is read from the invoices, receipts and credit notes you have already posted, so it always agrees with your books.

Statement tab on every customer and supplier, with any date range you pick.
Opening balance, dated rows and running balance, with the closing balance matching the receivable.
Ageing strip at the bottom, so the customer sees which bucket the money sits in.
Print or save as PDF, or copy the share text to send on WhatsApp or email.

Fields

Every field on a statement of account, and why

GST rules prescribe tax invoices, credit notes and debit notes, not statements of account; this list is common practice.

Field	Required	Why
Your business name, address and GSTIN	Good practice	Tells the customer whose books the statement comes from.
Customer name and address	Good practice	The party whose ledger this is.
Period and date prepared	Good practice	Fixes which entries belong on it and when the balance was struck.
Opening balance	Good practice	Carries the balance from the last statement, so nothing falls between two.
Entries with date, type, number, debit and credit	Good practice	Lets the customer tick each entry against their books.
Running balance	Good practice	Shows where a difference started when the closing balance does not agree.
Closing balance	Good practice	The amount the customer owes at the end of the period.
Ageing summary	If applicable	Splits the closing balance by how old it is when you are chasing payment.

Source: No format is prescribed; good practice, verified 10 October 2026.

Common mistakes

Mistakes to avoid on a statement of account

Leaving out credit notes or sales returns, so the closing balance is higher than the customer's figure.
Starting with no opening balance, which makes every later balance wrong by the same amount.
Listing receipts by the date the money was entered rather than the date received, so the order differs from the customer's bank.
Sending a total with no invoice numbers, so the customer cannot tell which invoices are still open.
Mixing two branches or two GSTINs of the same customer in one statement when they keep separate books.

Honest limits

What this template and SimpleERP do not cover

A statement shows what is owed; these sit outside it.

Interest on late payment. Statements show ageing, but no interest is calculated or charged.
Scheduled statements that send themselves each month. You open and share each one.
Statements in a foreign currency. Balances are in rupees.
A balance confirmation the customer signs online. Print it, have it signed and keep the copy.

Getting started

From template to your first statement

Download the format
Pick Excel for the running balance formula, Word to edit by hand, or PDF to see the layout.
Pull the ledger for the period
List every invoice, receipt and credit note for the customer between the two dates.
Send it before you chase
A statement with the open invoices gets a faster answer than a reminder with only a total.
Move it into SimpleERP
Post invoices and receipts in SimpleERP, and every customer's statement is ready whenever you ask for it.

FAQ

Questions, answered

Should a statement of account include credit notes?

Yes. A credit note reduces what the customer owes, so it belongs on the statement as a credit on its own date with its number. Leaving it off is the most common reason a customer's balance does not match yours.

Is a statement of account the same as a ledger?

It is the customer's ledger from your books, for a chosen period, laid out for the customer to read. The ledger is the record; the statement is the copy you send so both sides can agree the balance.

Is there a prescribed format under GST?

No. GST rules prescribe formats for tax invoices, credit notes and debit notes, but not for statements of account. Use any layout that shows the opening balance, every entry and the closing balance clearly.

Can I add interest for late payment on the statement?

If your terms allow interest, raise it as a separate debit and list it on the next statement. SimpleERP shows how old each balance is in the ageing strip but does not calculate interest for you.

Run your whole business from one simple place.

Seven days free. No card. Your first GST invoice in minutes.

Start free trial Talk to us