The Customer Statement report lists every invoice, payment and credit note for one customer in a period. A running balance shows what the customer owes after each transaction. Use the report to check what a customer owes you. You can also send it to the customer, so they can see their account.
Open the report
Click Reports in the left menu. On the Standard tab, find Customer Statement under Finance, or type its name in Search.
Choose what to include
Set these options in the parameters panel, then click Preview.
- Customer: the customer you want the statement for. The report stays empty until you choose a customer.
- Date Range: one of these periods:
- Year To Date (the default)
- Last Year
- This Month
- Last Month
- Custom Date Range
- Start Date and End Date: Avaza fills them in from the date range. To enter your own dates, choose Custom Date Range.
- Show Fields: add addresses to the header. Customer Address is the customer's billing address. Account Address is your business address.
Read the report
The report header shows:
- your company name
- the customer
- the customer's currency
- the start and end dates
If the customer's invoice template has a logo, the logo appears at the top.
Below the header, each transaction has its own row. The oldest transaction comes first.
Column | What it shows |
|---|---|
Date | The date the transaction was issued. For an applied payment or credit, the date it was applied to an invoice. |
Transaction Type | Invoice, Payment Received, Credit Note, Payment Applied or Credit Applied. |
Transaction Details | The invoice, payment or credit note number. Invoice numbers link to the online invoice, which is the page your customer sees. On applied rows, this column shows which invoice the payment or credit went to, and the amount. |
Invoice Amount | The invoice total, including tax. |
Payment Amount | The payment, shown as a negative amount. |
Credit Amount | The credit note total, shown as a negative amount. |
Balance | The running balance: what the customer owes after this row. A negative balance means the customer has a credit balance. |
The first row is the Opening Balance. It's the total of the invoices issued before the start date, minus the payments and credit notes dated before the start date. The last row is the Closing Balance. It's the amount the customer owes at the end date.
A few things to know:
- Draft and void transactions are left out.
- Retainer invoices appear as Invoice rows.
- Payment Applied and Credit Applied rows don't change the balance. The payment or credit note was already counted on the day it was received or issued.
- Amounts are in the customer's currency. They are never converted.
Save, schedule or export
Save the statement for a customer. You can then run it again with one click, and share it with your team. See saving and sharing reports.
On a paid plan, a saved statement can be emailed on a schedule. Administrators can add the customer's contacts as subscribers, so the customer gets a statement every month. A Finance Manager can only schedule the statement to themselves, unless they also have the Portfolio Manager or Project Manager role. You can save the statement with a preset range such as Last Month. Avaza then works out the dates again each time the report runs.
To download the statement as a PDF or spreadsheet, see exporting data.
Who can see it
Administrators and Finance Managers can see finance reports. If you can't find the report, ask an Administrator to give you the Finance Manager role. They add the role under Assign Roles on your contact record. See managing users and contacts.