Follow up overdue invoices by using a statement

It’s a pain when a customer doesn’t pay their invoice on time, and even more so with the time and effort you spend following up. This is even more of a hassle for customers with many overdue invoices. Invoiceplace already makes it easy to see a total of overdue invoices, and now there is an easy way to follow-up non-paying customers by sending them a statement.

What is a statement?

A statement is a summary of outstanding invoices and the total amount overdue. You can choose to list only overdue invoices, or all due and overdue invoices. Click on the image below to view a sample invoice statement.

Sample invoice statement

A statement contains the following details.

  • Your company’s and your customer’s details.
  • The date the statement was created (automatically set).
  • Reference number and description.
  • A listing of all overdue/due invoices. The invoice number, due date, description, grand total, total tax, amount paid and amount due/overdue is included.
  • The net amount due (total amount due less tax).
  • Total tax payable.
  • Grand total (net amount plus tax).
  • Amount paid. This is the amount already paid on any of the outstanding invoices.
  • Amount due or overdue. This is the most important part of the statement – the amount your customer is required to pay.
  • Payment methods and instructions (such as check, cash, bank transfer).
  • Any notes or comments you wish to send to your customer.

Why use an invoice statement?

Using a statement makes it clear to your customer what they need to pay, and is very quick and simple to create. It’s no longer a time consuming chore to follow-up overdue invoices.

How to create a statement

A statement can be created from the ‘Home’ or ‘Supplier & Customers’ tab.

From the Home tab

Click on the printer in the Statement column.

From the Supplier & Customers tab

Click on the printer in the Statement column.

Create and print an invoice statement

You need to provide the following details to create a statement.

  1. Statement Type: Either ‘Only Overdue Invoices’, or ‘All Due and Overdue Invoices’.
  2. Reference: An optional reference number.
  3. Payment method: The different payment methods that your customer can use to pay the outstanding invoices (i.e. credit card, check, direct bank transfer). You must choose at least one payment method.
  4. Description: An optional description. Note that the statement is automatically dated (to when you create it) so you don’t have to include this.
  5. Notes: Any message you wish to include.

Next you can review the statement and save and print a copy in PDF or document (i.e. Microsoft Word) format. Alternatively you can email a copy of the statement directly to your customer by clicking on the envelope.

You can email the statement directly to your customer.

Using an invoice statement is a no hassle way to help get your customers to pay their overdue invoices. Try Invoiceplace today to handle your online invoicing- save time with your billing and quoting.

Try Invoiceplace today – Easy Invoicing And Quotes From Anywhere. Sign up for free, click here to start.