Free Statement of Account Template
A statement of account is a periodic summary you send a customer listing every invoice, credit note and payment over a period, with a running balance of what they owe. It should show your details and theirs, an account reference, the statement date and period, each transaction oldest first (invoices as debits, credit notes and payments as credits), the balance now due, and your payment details. There is no statutory format and it is not a VAT invoice; it is a reconciliation and a polite chase. Copy the free template below; no email required.
Last updated: 30 July 2026.
A statement of account is a periodic document summarising all invoices, credit notes and payments on a customer's account over a stated period, ending in a running balance of the amount owed. It should contain the supplier and customer details, an account reference, the statement date and period covered, one line per transaction (invoices as debits, credit notes and payments as credits) oldest first with a running balance, the total balance now due, an optional ageing summary, and the supplier's payment details. It has no statutory format, does not create a VAT point, and is not itself a demand for payment of a single invoice. More detail + scope
Summary
This page provides a free copyable and downloadable UK statement of account template with a running balance and an ageing summary (current, 1 to 30, 31 to 60, 61 plus days overdue). It explains what a statement must include, the difference between a statement and an invoice (a statement summarises many invoices and creates no VAT point), how often to send statements (monthly), and how a statement mirrors the aged debtor report a factoring or invoice discounting provider underwrites, so clean statements support the advance rate while old 61-plus balances get reserved against.
This page covers
UK statement of account template and format: what a statement of account is, what to include, the running-balance and ageing layout, how it differs from an invoice, and how it relates to the sales ledger a factoring or invoice discounting provider funds
Not covered here
Credit notes (see /tools/credit-note-template/), the invoice template (see /tools/invoice-template/), chasing a single overdue invoice (see /tools/letter-before-action-template/), and the wider unpaid invoices hub (see /unpaid-invoices/)
The template
Copy it straight into a document, email or accounting system. Square brackets mark the fields to replace. List transactions oldest first so the running balance builds naturally, and delete the ageing block if you do not need it.
STATEMENT OF ACCOUNT
From (supplier):
[Your company name]
[Your address]
[Email] [Phone]
[VAT registration number, if registered]
To (customer):
[Customer / company name]
[Customer address]
Account reference: [ACC-001]
Statement date: [date]
Period covered: [start date] to [end date]
--------------------------------------------------------------
Date Reference Type Amount Balance
--------------------------------------------------------------
[dd/mm/yy] [INV-1001] Invoice GBP [0.00] GBP [0.00]
[dd/mm/yy] [CN-0001] Credit note -GBP [0.00] GBP [0.00]
[dd/mm/yy] [BACS] Payment recd -GBP [0.00] GBP [0.00]
--------------------------------------------------------------
Balance now due: GBP [0.00]
--------------------------------------------------------------
Ageing of balance:
Current (not yet due) GBP [0.00]
1 to 30 days overdue GBP [0.00]
31 to 60 days overdue GBP [0.00]
61+ days overdue GBP [0.00]
Please settle the balance now due to:
[Bank name] Sort code: [00-00-00] Account: [00000000]
Reference: [account reference]
Notes: [thank you, query contact, agreed payment terms] What to include on a statement of account
There is no legal format, but a statement that a customer can reconcile without ringing you shows:
- Your business name, address and contact details (and VAT number if registered)
- The customer's name, address and account reference
- The statement date and the period it covers
- Each transaction on one line, oldest first: invoices as debits, credit notes and payments as credits
- A running balance after each line
- The total balance now due
- An optional ageing summary: current, 1 to 30, 31 to 60 and 61 plus days overdue
- Your payment details and a reference to quote
A statement is not a VAT invoice: the customer reclaims VAT from the underlying invoices, not from the statement. It also does not replace a credit note; the statement just reflects credit notes you have already issued.
Statement of account versus invoice
An invoice charges for one supply and is the document your customer pays and reclaims VAT against. A statement of account summarises many invoices, credit notes and payments into a single running balance. You raise an invoice per job; you send a statement per period to pull the whole relationship together and prompt payment of anything overdue. Sending both keeps the individual demand (the invoice) and the relationship view (the statement) clear.
“A plain running balance is easy for a slow payer to ignore, because it does not say how late anything is. The ageing summary is what changes the conversation. When a customer sees GBP 8,000 sitting in the 61-plus column with their name on it, the excuse that 'it is all in hand' stops working. I tell businesses to send statements monthly, always with ageing, and to make the oldest overdue line impossible to miss. It is the cheapest collections tool you have, and it doubles as the exact report a finance provider wants to see.”
Your statement is the report invoice finance funds
If you use, or might use, invoice finance, the per-customer statement is a close cousin of the aged debtor report a provider underwrites. Under factoring or invoice discounting the provider funds your sales ledger, advancing typically 70-90% of invoice value now, so the quality of that ledger drives your advance rate. Statements that reconcile cleanly to your accounts show a working credit-control process; balances stuck in the 61 plus column are the ones a provider reserves against or excludes.
Surfacing ageing early therefore does two jobs at once: it prompts the customer to pay, and it keeps the ledger a provider funds looking healthy. If balances are already old, see the unpaid invoices hub for escalation routes, including statutory late-payment interest and a letter before action.
Companion templates
- Invoice template: the underlying document each statement line refers to.
- Credit note template: to reduce or correct an invoice, which then shows as a credit on the statement.
- Letter before action template: when a statement is not enough and a balance needs chasing formally.
Founder & Managing Director, Muswell Rose, founder and PSC of Best Business Loans Ltd
Adam is the founder and managing director of Muswell Rose and a founder of Best Business Loans Ltd, the company behind Market Invoice. He spent over three years as managing director of Penny, a UK invoice finance business, and his career runs through insurance, mortgages, commercial finance and fintech lending. He writes the Market Invoice library.
Last reviewed: 31 July 2026