Statement of Account

A Statement of Account is a snapshot of a client’s ledger with your company — a list of invoices issued, payments received, and the resulting outstanding or credit balance. Send it when a client asks for a reconciliation, after you receive an overpayment, or at the end of a period to summarise activity.

This page also covers Customer Credit — the balance that builds up when a client pays more than an invoice’s total, and how to apply that credit against a new invoice.

When to send a Statement of Account

• A client asks you to reconcile their account with yours.
• A client has overpaid an invoice and you need to confirm the amount now held as credit.
• You want to remind a client of outstanding invoices in a single document rather than resending each invoice.
• At the end of a month or quarter, to summarise activity for the client.

Sending a Statement of Account

1. Open the client in CRM > Clients and click through to the client’s Details drawer.
2. In the drawer footer, click Send Statement. The Statement of Account drawer opens.
3. Confirm the From and To dates. The default period covers the last 90 days of activity plus any currently outstanding invoices.
4. Review the preview. The statement shows each invoice (date, amount, amount paid, outstanding) and each payment received in the period, followed by the totals and any available customer credit.
5. Pick who to send it to using the recipient section (same layout as the Send Invoice drawer):
   • Send to [Client] — send to the client’s primary email. The email field is editable and the checkbox unlocks once a valid email is present.
   • Client Contact — pick a contact from the dropdown (filtered to this client’s contacts; choose “No contact selected” to skip). The contact’s email prefills into the editable email field, and the Send to [Contact] checkbox unlocks automatically.
   • Email copy to Myself — send a copy to the currently logged-in user.
6. Add an Additional message if you want to include a note in the email body.
7. Click Send Statement.

The statement is sent as an email with the statement content in the body and a PDF attachment for the client’s records. Each send is logged against the client.

Note

The Statement of Account is always regenerated from the current ledger when you send it. It is not a stored document — every send reflects the latest invoices, payments, and credit balance.

What the statement shows

Section	Content
Header	Your company details, the client’s details, and the period the statement covers.
Activity	Each invoice and payment in the period, sorted chronologically. Reversed payments are flagged.
Totals	Total invoiced, total paid, and total outstanding across the included invoices.
Credit available	A highlighted line showing any credit balance the client currently holds — only shown when credit is available.

Customer Credit

Customer credit is a balance your company holds on behalf of a client. It builds up automatically when a client pays more than an invoice’s total, and can be applied against a future invoice or refunded.

How credit is created

When a client overpays an invoice — for example, paying $1,100 on a $1,000 invoice — the overpaid invoice moves to a settlement status of overpaid. Acqui App then reclassifies the excess (the $100) from the invoice to a separate Customer Credit account, so the liability to the client is tracked independently of the invoice.

Viewing a client’s credit balance

The available credit balance appears:

• On the Client Details drawer header, alongside Name, Source, Revenue, and Sector.
• At the bottom of the Statement of Account preview and in the sent statement (when greater than zero).
• As a callout on the Invoice drawer for invoices belonging to a client with available credit — see below.

Applying credit to a new invoice

When you open an invoice for a client who holds a credit balance, the Invoice drawer shows a Customer Credit row under the Paid Date field — provided the invoice is past the draft stage and is not in a reversal state. (Drafts show no Apply button: credit is only applied to invoices that have been issued, so it cannot be silently consumed by a draft that may later be discarded.) The row displays the available balance and an Apply button that will apply the smaller of:

• the credit available, or
• the invoice’s outstanding amount.

Click Apply to settle the invoice (fully or partially) using the client’s credit. The apply action:

1. Creates a payment allocation with the payment method set to customer-credit.
2. Updates the invoice’s amountPaid and settlementStatus.
3. Reduces the client’s available credit by the amount applied.

The Customer Credit row refreshes automatically after a successful apply. If the credit fully settles the invoice the row disappears.

Caution

You cannot apply more than the available balance. If the outstanding amount exceeds the credit, applying will only cover part of the invoice — the remainder stays outstanding until paid through another method.

Refunding a credit balance

Refunds are processed manually. Return the cash to the client through your normal payment channel (bank transfer, Stripe refund, etc.) and record the outgoing payment against the client. The payment reduces the Customer Credit balance to match.

Overpaid invoices

If an invoice shows a settlement status of overpaid on the Accounts Receivable or Invoices list, the excess has already been reclassified to customer credit automatically. No action is required on the invoice itself. You can confirm the balance in the Statement of Account or when opening a different invoice for the same client.

Related

• Accounts Receivable
• Chart of Accounts
• Journal