Customer Statements
One document that tells a customer what they were billed, what they paid, and what is still outstanding, with the overdue portion broken out by age.
Why Send a Statement
An invoice describes one sale. A statement describes the relationship: every invoice, payment and credit across a period, ending in a single balance. Customers who buy on account, settle several invoices at once, or need to reconcile their own payables against yours will ask for one sooner or later.
Kantivo builds statements from what is already in your books. Producing one creates no journal entries and changes no balances; it is a read-only view of the customer's account.
The Statements Screen
Open 📄 Customer Statements from the sidebar. At the top you set a Start Date and End Date for the period the statement should cover, then press Refresh.
Below the controls, two figures summarise your receivables:
- Total Outstanding: the sum of unpaid invoice balances across all customers
- Customers With Balances: how many customers owe you anything
The table lists every customer with a balance, largest first, showing email, number of open invoices and the amount outstanding. Customers who owe nothing are left off the list.
Producing a Statement
- Set the start and end dates and press Refresh
- Find the customer in the list
- Click View Statement
The statement opens in a window ready to review and print. To produce statements for every customer at month end, work down the list in order; it is already sorted by balance, so the largest accounts come first.
Reading the Statement
Each statement carries your company name, the statement date and period, and the customer's name, company, email, phone and address as held on their record. The body is an activity table:
| Row | What it shows |
|---|---|
| Beginning Balance | Unpaid balances on invoices dated before the period |
| Invoice lines | Each invoice dated in the period, in the Charges column |
| Payment lines | Each payment received in the period, with the invoice it paid and the method, in the Payments column |
| Credit memo lines | Credits issued in the period, reducing the balance |
| Balance column | A running balance after every line |
| Totals | Charges, payments and the ending balance |
The statement closes with the Amount Due in a highlighted panel, so the figure the customer needs is impossible to miss.
The Aging Buckets
Above the activity table, five boxes split the customer's open invoices by how far past their due date they are:
- Current: not yet due
- 1-30 Days past due
- 31-60 Days past due
- 61-90 Days past due
- Over 90 days past due
Age is measured from each invoice's due date to today, not from the invoice date. A net-30 invoice issued 45 days ago is 15 days past due and sits in 1-30 Days.
Printing and PDF
From the statement window, choose Print / Save PDF. Kantivo opens a clean, print-formatted copy and hands it to your system's print dialog. Print it on paper, or select Save as PDF (or Microsoft Print to PDF) as the printer to produce a file you can attach to an email.
Common Questions
Does producing a statement post anything?
No. Statements read invoices, payments and credits that already exist. Nothing is posted and no balance changes.
A customer says a payment is missing.
Check the payment's date against the statement period; a payment dated outside the period will not appear in the activity table, although it still reduces the invoice balances behind the aging boxes. If the payment was never recorded, record it and open the statement again.
Why is a customer missing from the list?
The list only shows customers with an outstanding balance. A customer whose invoices are all paid has nothing to chase and is left off.
Can I show paid invoices too?
Yes. Every invoice dated in the period appears in the activity table, paid or not, with its payment shown on its own line.