Home / Templates / Statement of account template
Statement of account template UK
A worked statement that shows what one customer owes across every invoice. Invoiced and paid and balance, with ageing and terms, dated and signed. Use it when the question is not about one bill but about the account.
All names and addresses below are invented examples. They are marked as examples so no real person or firm is named.
| Invoice | Date | Due | Total | Paid | Balance |
|---|---|---|---|---|---|
| INV-2038 | 20 Oct 2026 | 03 Nov 2026 | £540.00 | £540.00 | £0.00 |
| INV-2040 | 05 Nov 2026 | 19 Nov 2026 | £1,134.00 | £200.00 | £934.00 |
| INV-2041 | 18 Nov 2026 | 02 Dec 2026 | £2,400.00 | £0.00 | £2,400.00 |
| INV-2042 | 22 Nov 2026 | 06 Dec 2026 | £680.00 | £0.00 | £680.00 |
| Totals | £4,754.00 | £740.00 | £4,014.00 | ||
Account name: Northfield Electrical. Sort code 04-00-75. Account number 12345678.
Check: Invoiced £540.00 plus £1,134.00 plus £2,400.00 plus £680.00 equals £4,754.00. Paid £540.00 plus £200.00 equals £740.00. Balance £4,754.00 minus £740.00 equals £4,014.00. Overdue £934.00 plus not yet due £3,080.00 equals £4,014.00.
A statement is a list, not a new invoice. Each invoice still carries its own due date. The statement date is the date you send it, and the signature is the trader confirming the account is as stated.
What to put on a statement of account
A statement that stops the argument before it starts needs these fields:
- Your business name and address with phone and email
- The customer name and address and account reference
- A statement number with date and the period it covers
- Each invoice with number and date and due date and total and paid and balance
- Totals at the foot with invoiced and paid and balance due
- Ageing split with overdue and not yet due so the customer sees what is late now
- How to pay with bank name and sort code and account number and the reference to use
- Terms with due period and late payment note
- Issued by block with signature and print name and date
- Enquiries line with how to contact you about the statement
Keep the invoice numbers exactly as on the invoices. A statement that renames them cannot be matched. If an invoice is paid in full, show the zero balance so the account trail is whole.
What the law says
A statement of account is not a new demand under the late payment rules. Three points name the actual requirement:
- Each invoice carries the legal duty. Gov.uk on late commercial payments says a business can claim statutory interest at 8 percent above the Bank of England base rate plus fixed compensation where payment is late, under the Late Payment of Commercial Debts (Interest) Act 1998. The statement collects those invoices into one page but the due dates and rights stay with each invoice.
- VAT stays with the invoice. Gov.uk on VAT record keeping says a VAT invoice must show the supply date and VAT rate and amount. The statement is not a VAT invoice and does not replace it. Keep the VAT invoices on file and point the customer to them by number.
- Signature. There is no legal rule that a statement must be signed, but a dated and signed statement is the trader's confirmation that the account is as stated at that date. That is why the specimen carries signature and print name and date at the foot.
This is general information, not legal advice.
How to use it
Send a statement when the customer has more than one open bill or when they ask what they owe in total. Use the statement number as the payment reference if they pay the full balance in one go, or the invoice number if they pay one invoice. The app keeps the invoiced and paid and balance per customer, so the statement is a copy of that ledger, not a new sum. Attach the invoices the statement lists. Keep the signed copy on the job.
Questions
Is a statement the same as an invoice?
No. An invoice asks for payment for one job. A statement lists every invoice for that customer and shows the combined balance. The customer still pays the invoices, the statement only totals them.
Must I show paid invoices on a statement?
Yes if they fall inside the period you are stating. A paid line with zero balance proves the account is whole and stops the customer saying a payment was not counted. The specimen shows INV-2038 paid £540.00 with balance £0.00 for that reason.
Should I show overdue and not yet due separately?
Yes. The customer needs to know what is late now and what has time left. The specimen splits £934.00 overdue and £3,080.00 not yet due, both adding to £4,014.00.
Does a statement charge interest?
No. Interest is charged on a late invoice, not on the statement. The statement can note that late payment may carry interest. The calculation and claim sit with each invoice.
Sources
Late payment and VAT rules read on gov.uk and legislation.gov.uk on 24 October 2026.
Join the listThe app is not in the shops yet. Join the list and we will tell you the day it opens.