Customer statements

A statement isn't an invoice. It's a summary of the account: every invoice issued to a customer over a stretch of time, whatever payments came in against them, and the balance still outstanding. It's the document you send when a reminder needs to be unambiguous without turning into a confrontation.

When to send one

• A balance passes 30-45 days — a statement reads as routine bookkeeping rather than a pointed message, which is exactly the tone that tends to get invoices paid without souring the relationship.
• There are multiple open invoices — one document with the full picture beats re-sending three separate PDFs.
• Month-end, for regulars — clients you bill several times a month often appreciate a standing monthly statement, and it's something their bookkeeper can match against their own records.
• On request — "can you send me what we owe you?" turns into a one-click answer.

Generating a statement

Pick the customer and a date range, and GBooks Air assembles the statement from your invoice and payment records: opening balance, each invoice and payment in order, and the closing balance owed. It carries your logo and business details, consistent with your invoices, and gets generated on your device like everything else.

Making statements work harder

• Send them on a schedule. A statement that lands on the 1st of every month trains clients to expect, and pay, on rhythm.
• Check your own records first. Nothing undercuts a nudge like a statement missing a payment the client already made. Record payments promptly and the statements stay credible.
• Let the aging report tell you who needs one. The A/R aging report tells you who should be getting a statement; the statement itself is just the instrument.