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.
You need invoices for the customer already. A statement is built from those invoices, so a customer with no invoices will just show No invoices found.
Worklog does not send email. You share a statement by saving it as a PDF or through your phone's share sheet, usually WhatsApp.

Create and share a statement

Open the Customer Statement page.
In the Select customer box, start typing the customer's name, or tap the 👤 List button on the right to see all your customers.
If you tapped List, pick the customer from the list. Anyone who still owes you money shows the amount owed next to their name, so it is easy to spot who to chase.
Once a customer is chosen, Worklog shows three totals near the top: Total invoiced, Received and Outstanding. (If the customer has credit on account, that last total becomes Net outstanding — see below.) Under that is every invoice, each showing its number, its date, and whether it is paid or still due.
Check the figures look right.
Tap Download PDF to save the statement as a PDF you can print or keep.
Or tap Share to send a short summary of the account through your phone's share sheet, for example to WhatsApp.

Credit notes on the statement

If you have raised any credit notes for this customer, they show in their own ↩️ Credit notes list underneath the invoices. Each one shows its number, the invoice it credits, the date, the amount, and a tag: On account, Applied or Refunded.

A credit that is still On account is money you owe the customer back. When there is credit on account, the top total changes from Outstanding to Net outstanding — what they owe you less the credit you owe them — and a Credit on account (owed back) line appears so the two are clear.

Each credit that is still on account has two buttons so you can settle it:

✓ Applied to invoice — you knocked the credit off one of their invoices. It then shows as Applied.
💸 Refund paid — you paid the money back. Worklog records the refund as an expense and the credit shows as Refunded.

💡See Credit notes for how to raise a credit note against an invoice in the first place.

Download PDF or Share — which to use

Download PDF gives you the full statement as a PDF document, with every invoice listed. This is the proper document to send or print.
Share sends a quick text summary — the customer's name, today's date, and the three totals (invoiced, received, outstanding), plus any credit on account and the net outstanding. It is a fast reminder, not the full breakdown.

💡For a proper record or a formal reminder, use Download PDF and then send that PDF on WhatsApp. Use Share when you just want to fire off the balance quickly.

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.

💡If a customer's name does not appear, or the amount owed looks wrong, it usually means an invoice is missing or has not been marked paid. Fix it on the invoice itself, then come back and the statement updates on its own.

⚠️If you are on a free trial or your account is read-only, the statement may come out with a watermark across it. Once your trial converts to a paid subscription (statements come with the Team plan and up), the watermark falls away.

Still stuck? Open the in-app help assistant, or email us at hello@worklogsolutions.co.za.

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