Send a customer statement

What a statement is

A statement shows a customer their full account history in one place: every invoice you have issued them and what they still owe. It is handy for chasing an overdue account, sorting out a dispute, or just giving a customer a clear summary of where things stand.

You do not build a statement by hand. Worklog puts it together automatically from the invoices you have already created for that customer. So the only job is to pick the customer and share it.

Before you start

• Customer Statements are included from the Team plan. On Solo the tool shows a lock and opening it prompts you to upgrade.
• A statement is built from the customer's invoices, payments and credit notes, so a customer with none of those shows Nothing on their account yet. One who only holds a credit gets a statement showing it.
• Worklog doesn't email statements for you. You send a statement with the 📄 PDF button: on a phone it opens your share menu with the file attached, usually for WhatsApp.

Create and share a statement

1. Open the Customer Statement page.
2. The page opens on a list of your customers. Anyone who still owes you money shows the amount owed next to their name, so it is easy to spot who to chase. Tap one — or type their name in the Customer box, exactly as it is on their invoices.
3. A navy card gives the answer first: what they owe you, or what you owe them. Under How it adds up it shows Invoiced, Paid by them, Credit notes, and — when there are any — Written off and Paid back to them, which add up to that answer.
4. Under the card, Account activity lists everything on their account in date order — invoices, payments, credit notes, refunds and write-offs — with the Balance after each, like a bank statement. Tap a line to open its invoice or credit note. To pick another customer, tap 👤 List in the Customer box.
5. Two lines you may see: Rounding — a cent either way, where a payment one cent off still settled an invoice; and Other changes to the account, for anything the rows can't explain — money logged against the wrong invoice, say, or a customer paying more than was due. The list always ends on the figure in the card.
6. Check the figures look right.
7. Tap 📄 PDF for the statement, with every invoice listed. On a phone, each button opens your phone's share menu with the file attached, so you can send it on WhatsApp or email, or save it to your files. On a computer it downloads.
8. Tap 📊 CSV / Excel for the same statement as a spreadsheet.

Remind a customer about their whole account

• Pick a customer who owes you and tap Send WhatsApp reminder under the statement. One message gives the total they owe across all their open invoices, net of any credit on account, and the date of the oldest one.
• It offers to send the statement. Tap 📄 PDF for that.
• It needs the customer's phone number on their contact.

Credit notes on the statement

If you have raised any credit notes for this customer, each one is a line in Account activity on its date, as a minus, with the invoice it is for — including a credit raised from scratch, with the number it was typed against. A credit you paid back shows as its own Paid back to them line. Tap one to open it in Credit Notes.

Credit the customer still holds is money you owe them back, and the card's answer already has it taken off. A blue line under the card says how much is left and which credit notes hold it, with a link to Credit Notes. On the PDF you send them it reads Credit in your favour, and the last line is Balance owed (after credits).

Using that credit, or paying it back, is done on the credit note itself — tap it here, or open Credit Notes under Sales. It shows two buttons:

• Use it on an unpaid invoice — lists their invoices still owing, oldest first. Tap Take R… off on one and the credit comes off it: that invoice's balance goes down by the amount shown, and the credit shows as Taken off once all of it is used. A credit bigger than the invoice leaves the rest for the next one.
• 💸 I've paid it back — you paid the money back. Worklog asks you to confirm the amount, then records it as money out in Banking, and the credit shows as Paid back. That money out keeps the credit's amount: if your bank shows a different figure, log the difference as a line of its own (a bank charge, say). While the customer still owes on an invoice, this button waits, greyed out, and says which: use the credit on what they owe first, and only what is left can be paid back. Paying someone back while they still owe you is a classic warning sign, so Worklog refuses it. What they owe is found by their saved contact, so a credit not linked to one can be used on an invoice but not paid back. Recorded a refund by mistake? In Banking, ✕ on that money out undoes it: the money comes off and the credit is Owed to customer again, in one step — the money can't be removed on its own.

PDF or CSV / Excel — which to use

• 📄 PDF is the statement as a document, with every invoice listed — the proper copy to send your customer or print.
• 📊 CSV / Excel is the same statement as a spreadsheet: each invoice and credit, what is still owed on each, and the totals. Handy for a customer's accounts department, or for your accountant.

Good to know

The statement is dated as at today. That date updates each time you open it, so the outstanding balance always reflects where the account stands right now.