View, email or print multiple customer statements

View a list of customers who owe you money, and email statements to them all at once, or create and print one PDF containing all the statements.

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.

How to email multiple customer statements

Follow these steps to email a PDF statement to up to 50 customers at one time:

  1. Go to Accounts > Sales.

  2. Click Send Statements.

  3. Choose a Statement Type:

    • Outstanding, to show outstanding balances at a certain date
    • Activity, to show all activity over a period
  4. (Optional) Change the statement date or period and click Update.

  5. Select the check box next to each contact name to select the statements you want to print.

  6. Click Email.

    Image showing contacts ticked and the Email button

  7. Enter or change information in the Send Statements window.

    Image of the send muliple statements window.

  8. Click Send.

How to print multiple customer statements

Follow these steps to create one PDF that contains multiple customer statements:

  1. Go to Accounts > Sales

  2. Click the Send Statements button.

  3. Choose a Statement Type:

    • Outstanding, to show outstanding balances as at a certain date
    • Activity, to show all activity over a period
  4. (Optional) Change the statement date or period and click Update.

  5. Select the check box next to each contact name to select the statements you want to print.

  6. Click Print.

    Image showing contacts ticked and the Print button

  7. If you've set up more than one branding theme, select the theme you want to apply to the statements and click OK.

    Important. The theme you chose applies to all statements. It will override an individual contact's default branding theme, for this statement.

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

  8. Click Print now.

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

Enter or change information in the Send Statements window

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

  • Email

    If you enter an email address where one didn't exist, this will save to the primary person in the contact.

    You can add other email addresses. These will not update the contact in Xero.

    How to add or edit the primary person and additional people

  • From, Reply to

    This is the email address setting you've added and set for outgoing emails.

  • Use branding theme

    If you've set up more than one branding theme, select the theme you want to apply to the statements. The theme you chose applies to all statements you're emailing. It will override an individual contact's default branding theme, for this statement.

  • Email template

    Select an email template from the list.

    The templates that display in the list depend on the template types you've added.

    For example, if you've added 2 statement templates, your list will include these 2 as well as the Xero default template (named Statement: Basic).

  • Show or hide placeholder info

    Click Show placeholder info to learn which placeholders you can add to your subject or message for this email type.

    Image of the statement email template placeholder information expanded.

    Click Hide placeholder info to hide the placeholder information.

  • Subject

    Xero fills the subject with text and placeholders set up in the email template you selected.

    You can change the text and placeholders in the subject for these statements.

    Alternatively, customize your own subject in an email template so you can reuse it.

  • Message

    Xero fills the message with text and placeholders set up in the email template you selected.

    You can change the text and placeholders in the message for these statements.

    Alternatively, customize your own template message so you can reuse it.