Preparing and sending a customer account statement

Step by step

1. Set Statement DateInvoices

   Set the statement date - typically the last working day of the month or the day you are running the process.

2. Pull All Open InvoicesInvoices

   Retrieve all open invoices for the customer: references, amounts, issue dates, due dates, and current payment status.

3. Check for Unapplied Payments and CreditsXero

   Identify any payments or credit notes on the account not yet allocated to a specific invoice. Resolve these before sending the statement.

4. Flag Disputed InvoicesInvoices

   Note any invoices currently in dispute and handle them separately. Do not include disputed amounts in the standard statement without a clear notation.

5. Prepare Statement DocumentInvoices

   Compile each open invoice with reference, dates, amount, payments received, and outstanding balance. Include a total due and an aging summary (current, 1-30, 31-60, 60+ days overdue).

6. Confirm Billing ContactLeads

   Verify the statement is going to the person who processes payments - frequently a different person from the order contact.

7. Send Statement with Payment InstructionsInvoices

   Send with a subject line referencing the account name and total outstanding. Include payment details and an invitation to query any item.

8. Follow Up Within 3 Business DaysMentions

   Log the send date. If no response and any invoice is more than 14 days overdue, follow up by phone within 3 business days.