View, email or print a customer statement

View a statement for a customer who owes you money, and email a statement to them, or create and print a PDF.

Two types of statement: outstanding and activity

There are two types of statement to choose from:

  • Outstanding statements show only what's outstanding for the customer as at a certain date. They don't show fully paid invoices.
  • Activity statements show all activity for that customer within your choice of date range, including any fully paid invoices.

Information displayed in outstanding and activity statements

How to view a customer's statement in Xero

  1. In the Contacts menu, select Customers.
  2. Locate your contact and click their name.
  3. From Options, select Send statements.
  4. Statement Type:
    • Outstanding - Shows outstanding balances as at a certain date
    • Activity - Shows all activity over a period
  5. (Optional) Change the statement date or period and click Update.

How to print a customer's statement

Follow these steps to create a PDF statement and print it.

  1. In the Contacts menu, select Customers.
  2. Locate your contact and click their name.
  3. From Options, select Send statements.
  4. Click Send Statement.
  5. Statement Type:
    • Outstanding - Shows outstanding balances as at a certain date
    • Activity - Shows all activity over a period
  6. (Optional) Change the statement date or period and click Update.
  7. Click Print PDF.
  8. If you've set up more than one branding theme, select the theme you want to apply to the statements and click OK.

    Print Statements pop-up asking you to select a branding theme.

  9. Open or save the PDF, and print it.

Email a customer's statement

  1. In the Contacts menu, select Customers.
  2. Locate your contact and click their name.
  3. From Options, select Send statements.
  4. Statement Type:
    • Outstanding - Shows outstanding balances as at a certain date
    • Activity - Shows all activity over a period
  5. (Optional) Change the statement date or period and click Update.
  6. Click Email.
  7. Enter or change information in the Send Statement window

    Image of the Send statement window.

  8. Click Send.

Enter or change information in the Send Statement window

Information about entering or changing fields in the Send Statement window:

Information displayed in outstanding and activity statements

Information displayed in a customer statementActivityOutstanding
All activity over a certain date periodYes 
Outstanding amount due as at a certain date Yes
Unpaid approved invoicesYesYes
Fully paid approved invoicesYes 
Approved credit notes or overpayments yet to be refundedYesYes
Fully refunded approved credit notes or overpaymentsYes 
Approved prepayments, whether refunded or notYes 
Opening balance (total of activity up to statement period)Yes 
Balance dueYesYes
Current amount due on PDF (amount not yet overdue) YesYes
Branding theme selected for the statement (on PDF)YesYes

Example of activity statement displayed in Xero:

Activity statement shows paid invoice and payment on it.

Example of outstanding statement displayed in Xero:

Unpaid invoice shows on outstanding statement.

How prepayments you receive are shown on your customer’s activity statement

View your prepayments from the Awaiting Payments tab

Xero displays prepayments on your customer's activity statement, but they're not deducted from the total balance on the statement. This is because Xero doesn't account for a prepayment in your Accounts Receivable until it's applied to an invoice. You can apply prepayments to an invoice up to the invoice’s total amount. Alternatively, treat your prepayment as an overpayment in Xero. Xero includes overpayments in the total balance on your customer's activity statement.

Apply overpayment credit to existing invoice or bill

To account for prepayments allocated to an invoice we recommend you follow the steps outlined in these scenarios:

1. Prepayment received from a customer

Date: 1 February

Amount: 2000

Activity statement balance: Nil

Record the prepayment by reconciling your bank account statement line item. We recommend you follow these steps:

  1. In the Accounts menu, select Bank Accounts.
  2. Click Manage Account on the account the prepayment appears in.
  3. Click Reconcile Account.
  4. Find the prepayment bank statement amount and click Add details.
  5. Click the Received as arrow and select Prepayment.

    Select Prepayment from the Received as dropdown.

  6. Decide whether to recognise revenue and GST at the time of receiving your prepayment.
  7. Code the prepayment to a Customer Prepayments account, or another account, such as Sales.
  8. Click Save transaction and click Reconcile.

Xero records this prepayment and remembers the customer’s name. Xero displays the prepayment on your customer’s activity statement but does not deduct it from the balance.

Implications of coding a prepayment to an account with no GST:

If you code the prepayment to a balance sheet account such as Prepayments (a liability account on the balance sheet), the GST portion of the prepayment:

  • Is not recognised until the prepayment is allocated to a sales invoice (and will be based on the invoice date). Only GST on the amount of the prepayment allocated to a sales invoice is accounted for.
  • Won’t be included in tax on your GST return.
Implications of coding a prepayment to an account with GST:
If you code the prepayment to an income statement account such as Sales, the GST portion of the prepayment is recognised straight away. This means it is included in your GST return.

2. Invoice created and approved in Xero

Date: 5 February

Amount: 1500

Activity statement balance: 1500

Add a sales invoice

You must enter exactly the same customer name when creating your invoice as the one you used for the prepayment. This means Xero can match it with the prepayment.

Xero asks if you would like to allocate the prepayment against outstanding credit (that is, to your customer’s invoice). If you choose not to do this, click Skip.

Use prepayment credit when adding a new invoice or bill

When you choose not to allocate the prepayment against your customer’s outstanding credit

The prepayment displays under Sales and is displayed on your customer's activity statement. There is no impact on the Accounts Receivable balance or your customers' activity statement balance.

3. Prepayment manually allocated against invoice

Date: 5 February

Amount: 2000

Activity statement balance: 1500 - max 1500 = Nil

Xero asks if you would like to allocate the prepayment. If you choose to do this, click Allocate, then click Allocate credit.

You can only allocate outstanding credit up to the amount due on the invoice.

Use prepayment credit when adding a new invoice or bill

When you allocate the prepayment against your customer’s outstanding credit:
  • Xero reverses the journal to the accounts, and tax component on the prepayment, at the date of the invoice the prepayment was applied to.
  • The amount applied to the invoice(s) from the prepayments is deducted from both your customer's activity statement and the balance of Accounts Receivable.
  • The GST Report recognises the tax on the invoice based on the proportion of the invoice that was paid by the prepayment. The report also shows a reversal of the tax that was on the prepayment.

Click Allocate to apply the prepayment to an invoice.

Xero displays the invoice to show the prepayment has been applied to it:

Prepayment applied to invoice.

Xero does not display the customer’s outstanding credit of 500 on your customer's activity statement:

Customer Activity Statement.

4. Another invoice is created and approved in Xero

Date: 20 February

Amount: 600

Activity statement balance: 600

Add a sales invoice

Xero asks if you'd like to allocate the prepayment against outstanding credit (to your customer’s sales invoice). If you don't want to do this, click Skip.

5. Prepayment manually allocated against invoice

Date: 20 February

Amount: 500

Activity statement balance: 100

Add a sales invoice

Xero asks if you would like to allocate the prepayment made on 1 Feb to this invoice for 500. If you want to do this, click Allocate, then click Allocate credit.

You can only allocate outstanding credit up to the amount due on the invoice.

Use prepayment credit when adding a new invoice or bill

When you allocate the prepayment against your customer’s outstanding credit

Xero displays the invoice to show the prepayment has been applied to it. Xero does not display your customer’s outstanding credit of 500 on the customer's activity statement:

Customer Activity Statement.

View your prepayments from the Awaiting Payments tab

You can view prepayments from the Awaiting Payments tab by following these steps:

  1. In the Accounts menu, select Sales.
  2. Click Awaiting Payment.
  3. Click the row with the prepayment details you’d like to view.