Client: Northwind — all invoices
Every invoice tagged to Northwind, across months and projects, in date order.
Receivables · Client statements
Compiling a statement of account for one client
A client's bookkeeper emails: 'Can you send us a statement of everything outstanding?' Now you need every invoice for that one client — open balances, recent payments, the lot — gathered in one tidy list you can check before it goes out. Scattered invoices across folders and months make that a scramble. Cash Workspace lets you pull one client's invoices together with their numbers, dates, amounts, statuses, and noted balances, so you can review the picture and export a statement document with confidence.
The problem
Why building a client statement is fiddly
A statement is only useful if it's complete and accurate, but a single client's invoices are usually spread across different months, projects, and statuses.
- Some invoices for the client are paid, some open, some part-paid — and they live in different folders.
- You're not sure whether a deposit invoice should appear on the statement as settled or as a credit.
- A recently-paid invoice gets left off, so the client thinks they still owe it.
- The running balance is in your head, not written anywhere you can show.
- You rebuild the same list by hand every time the client's finance team asks.
The workflow
Pull one client's invoices into a statement
Gather, order, and review before you export, so the statement is right the first time.
- 1
Filter to the client
Pull up every invoice tagged to this one client, across all months and projects.
- 2
Include open and recently paid
List all open invoices plus those paid recently, so the client sees a complete and current picture.
- 3
Order by date
Sort the invoices by issue date so the statement reads as a clear timeline.
- 4
Note each balance
For each invoice, record the amount, status, and any remaining balance noted.
- 5
Review, then export
Check the list for completeness, then export it as a statement document to send to the client.
Record structure
What to include for each invoice on the statement
These fields make the statement self-explanatory to the client's finance team.
- Invoice number
- The reference for each invoice so the client can cross-check their own records.
- Issue date
- When each invoice was sent, ordering the statement chronologically.
- Due date
- When payment was or is due, so overdue items stand out.
- Amount
- The invoice total, the basis for the statement line.
- Status
- Open, paid, or partially paid, shown per invoice.
- Balance noted
- The remaining amount on each invoice after any partial payments.
- Payment received
- Any payment recorded against the invoice, shown for recently-paid items.
- Running total
- The total balance across all open invoices, noted at the foot of the list.
Example setup
An example statement compilation
One way to assemble a single client's statement inside your workspace.
Open balances
The unpaid and part-paid invoices that form the outstanding total on the statement.
Recently paid
Invoices settled in the last period, included so the client sees a current picture.
Common mistakes
Mistakes to avoid
- Leaving a recently-paid invoice off, so the client thinks they still owe it.
- Mixing two clients' invoices because the client tag was inconsistent.
- Showing amounts without noting the remaining balance on part-paid invoices.
- Sending an unordered list that's hard to reconcile against the client's records.
- Rebuilding the statement from scratch each time instead of keeping the client's invoices grouped.
How it helps
How Cash Workspace helps
One client, one view
Group every invoice under a consistent client tag so you can pull them all together in one place.
Statuses and balances side by side
Keep each invoice's status and noted balance with its amount so the statement is accurate.
Export to a statement document
Export the compiled list so you can send the client a clean statement of account.
Related
Related receivables workflows
Outstanding balance log
Track total balances across all your clients at once.
Client payment history
Keep each client's payment record for context on the statement.
Per-client invoice archive
Archive every client's invoices in their own folder.
Partial payment records
Note remaining balances on part-paid invoices for the statement.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Statement of account FAQ
- Does Cash Workspace send the statement to my client?
- No. You compile the invoices and export a statement document, then send it yourself. Cash Workspace organizes one client's invoices into a reviewable list — it doesn't send mail or bill on your behalf.
- Should a statement include paid invoices?
- It's often helpful to include recently-paid invoices alongside open ones so the client sees a current, complete picture, with the outstanding balance clearly noted at the end.
- How do I keep one client's invoices together?
- Tag every invoice to a consistent client record. That way, when a statement is requested, you can pull all of that client's invoices into one list rather than hunting through folders.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Build an accurate client statement fast
Start a free workspace and group each client's invoices so that when a statement is requested, you can compile, review, and export it in minutes.