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Statement of account What is a statement of account?

August 23, 2023
Bill Kimball

This can be beneficial for individuals in areas with limited connectivity or those who prefer to review their financial information offline. In case of technical issues or loss of access to electronic records (both temporarily or permanently), individuals can rely on their paper statements as a secondary source of information. These are typically issued monthly statements, but only after a customer has agreed to open an account and who has signed a contract detailing the terms of the agreement between the two businesses. It also contains the time interval for which the statement has been prepared.

statement of accounts

When the credit card holder pays the credit card debt, the funds reflect in the account. At the other end of the spectrum, some businesses issue account statements regularly; this is particularly common among businesses with customers who often make purchases on credit. A statement of account is used as a collection tool, reminding customers of the amounts they owe to the issuer.

Red Flags on Account Statements

The utility of the statement of account is questionable, since it requires some accounting staff time to create, as well as postage costs, and may be ignored by recipients. It is also generally issued immediately after month-end, when it interferes with the monthly closing process. This is important because the resulting client payments increase a vendor’s cash flow and allow the business owner to spend the money on the resources they need to keep the business going. The invoiced amount is the money that your customer is expected to pay for the goods or services that they received from your business during the current period.

In that case, the statement will show invoices and credit notes for the month. Account statements can be used for budgeting and financial planning by analyzing income, expenses, and patterns of spending. Review your statements to track where your money goes, identify areas for potential savings, and make informed decisions about budget adjustments or financial goals. Account holders may be able to dispute such out-of-place charges and file a claim that they did not make the purchase themselves. Reviewing your account statements as they come in is a good financial habit that can catch these red flags before they become a financial disaster. Consider an account statement that tracks a company’s environmental impact from one period to the next.

statement of accounts

Account statements are typically delivered in PDF format through email, listing all invoice amounts, payments received, and refunds from the vendor. As all invoices and payments are listed, it is easy to see if there have been any missed payments, acting as a payment reminder. In addition to business-related scenarios, statements of account can include credit card statements, insurance account statements, and bank account statements.

They are most effective when issued within an email with a payment link, so that customers can pay at once with a credit card. The statement of account acts as a report issued by a vendor that captures the financial transaction history between two businesses within a specific date range. The statement may also list financial information that relates to the account holder such as their credit score, or the estimated time it will take to completely pay off a debt via installment payments. Some businesses may never send account statements to their customers, even if they’re used internally to get an overview of customer activity. Incorporating invoicing software into your business practice can help you keep track of account activity and ongoing transactions and help you send out professional-looking Statements of Account to clients. If you are thinking about streamlining your small business and want a service that automatically tracks transactions for you, try FreshBooks for free by clicking here.

Account statements refer to almost any official summary of an account, wherever the account is held. Insurance companies may provide account statements summarizing paid-in cash values, for example. Statements can be generated for almost any type of accounts that represent ongoing transactions where funds are repeatedly exchanged. This can include online payment accounts such as PayPal, credit card accounts, brokerage accounts, and savings accounts. Account statements should be scrutinized for accuracy, and historical statements are critical for budgeting.

A statement of accounts is a great way to provide your customers with a recap of the products and services that were billed to them. Statement also helps the business owners confirm the payments that the customer has already made for a statement period, which is generally a month. It is a tool for vendors to remind customers that their accounts are not yet fully paid. It is also important for the client because it allows them to track their spending, check for double payments, and stay up-to-date on missed payments which can help them save money on late fees. If there are any double payments or charges captured in the system, you can review and verify all payments to ensure the accuracy of transactions. For clients who receive periodical invoices, a statement of account makes it easy to view all the invoices sent so that discrepancies can easily be rectified.

Electronic Statements vs. Paper Statements

A credit or loan account statement, for example, may show not only the outstanding balance due but the interest rate charged on that debt and any fees that have been added during the payment cycle. This can include late charges for payments not received by their due date as well as overdraft fees when bank account holders overspend. The statement comes in handy when you have recurring customers for whom you have to create invoices on a monthly, quarterly, or annual basis. Statement of account is usually in addition to the individual invoices sent to the customer for each and every purchase that he makes. Since the payments are automatically generated on a periodic basis, it is easier to view all invoices sent and payments received in the same place for one particular customer.

  • Many small businesses will only send a statement of account if a customer has requested one or if they want to remind a customer to settle their outstanding balance.
  • This is deducted from the total invoiced amount to get the current amount due.
  • This document lists every transaction that took place between both businesses, including invoices and all payments made.
  • Credit card statements list all transactions cardholders make, including purchases at a point of sale, and these transactions are reflected as they happen.
  • Using Zoho Books, you can easily generate and share the statement of accounts with your customers in a single click.

The opening balance is the ‘total due’ amount from the statement which was sent out for the previous period. The period can be any time interval, whether it’s monthly, quarterly, or yearly. This part also includes the account summary, which contains the opening balance, invoiced amount, amount paid, and balance due. Contact your account administrator to best understand when statement periods occur and when you may expect statements.

Types of Account Statements

In rare cases, the presence of large credits on a statement of account may reveal that the seller owes money to the customer, in which case a payment or ongoing credit is arranged. There are three main types of account statements that, when put together, can give a solid picture of the overall health of a business. These snapshots of incoming and outgoing cash flow are important to determining profitability, financial position, and cash movements. Although an account statement is usually sent electronically, it can be sent as a printed document to the client or customer’s physical address. Paper statements do not require an internet connection or electronic device to access.

  • A credit or loan account statement, for example, may show not only the outstanding balance due but the interest rate charged on that debt and any fees that have been added during the payment cycle.
  • It lists all the transactions that happened during a specific time period, typically one month, which includes payments received and made.
  • If the balance due at the end of the statement is not zero, the account holder will be reminded to make any outstanding payments.
  • Anomalous items on an account statement may be a sign the account has been compromised, perhaps through a stolen credit or debit card or through identity thieves who gained access to account information.
  • If there are any double payments or charges captured in the system, you can review and verify all payments to ensure the accuracy of transactions.

The recommended duration for keeping account statements varies, but it’s generally advised to retain them for a minimum of one to three years. However, consult with a financial advisor if you’re unsure what account information should be retained especially related to tax statements, investment statements, or banking statements. A statement of account, also known as an account statement or customer statement, is a document that outlines the transactions between a buyer and a seller.

.css-177mjipposition:absolute;opacity:0;top:calc(-72px – 20px); When would I send a statement of account?

Using Zoho Books, you can easily generate and share the statement of accounts with your customers in a single click. Your clients can also access this as ‘Customer statement’ from the client portal easily and handle their outstanding payments. Check out how our free online accounting software can help you generate the statement directly from the customer profile. A statement of accounts is a document that reflects all transactions that took place between you and a particular customer for a given period of time. Generally business owners send statements of accounts to their customers to let them know how much they owe for sales that took place on credit during that period. The guide walks you through the contents of statement of accounts and shows how to file this document for customers.

Sending a statement of account to a client is not only a courteous business practice, as it provides them with the information they can use to document their spending. A statement of account is issued to a client by a vendor, detailing the financial transactions between the business and the client during a specific time period. Also referred to as an “account statement,” it is typically issued on a monthly basis and may reflect a zero balance if no payment is due.

statement of accounts

Account statements are important to check the consistency of records for a client’s account, too. The vendor can use them to verify that a client has paid the amounts due to them, and if there are any missed payments, the vendor can send a payment reminder to the client. It is a document that acts as a recap of all items or services billed to a client, as well as confirmation of payments that have been received. Account statements can help identify mistakes and act as reminders of unpaid invoices, delivered in a professional manner. Paper account statements are printed on paper and sent via postal mail to the account holder’s physical address.

Julia Kagan is a financial/consumer journalist and former senior editor, personal finance, of Investopedia. A snapshot that shows a company’s financial position, with a balance between assets, liabilities, and equity, is used to determine the health of a company. The top half of the statement shows the name and address of both the business owner and the customer. Lastly, a note may remind the customer that this is not a bill but a statement.

Statement of Accounts – Definition & Sample Format

Proper disposal of paper statements is crucial to protect sensitive information and prevent unauthorized access to personal financial information. Electronic account statements are delivered digitally in formats like PDF, HTML, or through online portals. They offer convenience, reduce impacts to the environmental, and can often be easily stored.