Start with the right customer and date range
Open the client’s statement in your account and choose the period you want to review. Check the customer name and the start and end dates. A monthly statement is useful when a customer places several orders, while a longer period can help you review an ongoing project.
The opening balance carries forward earlier activity. The statement then shows the invoices and recorded payments within the period, followed by the closing balance. An invoice raised before the start date can still contribute to the opening balance if it remains unpaid.
Check that the invoices and payments are complete
Statements use issued invoices. Finish and issue any draft that belongs in the customer’s records, and record payments against the correct invoice. Compare payment dates, amounts and references with your own records before sharing the statement.
If an older Quick invoice has not been linked to a saved client, use the unassigned invoices page to connect it to the correct customer. This lets the invoice appear on their statement while preserving the details on the issued document.
Review overdue balances and keep currencies separate
The ageing summary groups outstanding amounts into current, 1–30 days overdue, 31–60 days, 61–90 days and over 90 days. Review it alongside the invoice due dates. This gives you a practical starting point for a conversation about an outstanding payment.
Invoiced separates statement activity by currency. Amounts in different currencies stay in their own groups so that the closing balances remain meaningful. Check each group before downloading the document, particularly when a customer has invoices in both Kenya shillings and another currency.
Download the statement and follow up with context
Review the statement on screen, then download its PDF. Include the relevant period and customer reference when you send it. If you are asking about an overdue balance, name the invoice numbers and acknowledge payments already recorded.
A statement is useful for the overall account history. For a record of one particular payment, open that payment’s receipt. Keeping the invoice, receipt and statement references together makes later queries easier to resolve.