Free billing statement template

Tracks customer accounts by summarizing all transactions – such as invoices, payments, and outstanding balances – in one clear, organized document. It’s a useful overview of all account activity that helps small businesses who want to keep accurate and transparent financial records.

Breaks down charges in detail by listing individual products or services, their quantities, unit prices, and descriptions. It’s especially useful when billing for multiple items or time-based work. Customers appreciate the transparency and it helps prevent confusion or disputes over the final bill.

Consolidates multiple charges over a set period – ideal for subscription-based businesses or long-term contracts. This format works well for service providers who want to simplify their billing. By grouping recurring charges into one statement, it’s easier for customers to follow and reduces admin time on your end.

Notifies customers of overdue payments. It outlines the outstanding balance, any late fees, and explains the payment terms as agreed. These statements encourage customers to resolve things promptly to avoid further late fees and are a professional way for small businesses or freelancers to chase up unpaid invoices without straining their customer relationships.

An invoice is a one-time request for payment for a specific product or service. You issue it once you’ve provided goods or services – like your monthly mobile phone bill, which covers the cost for that billing cycle. A billing statement, however, is a summary of multiple transactions over a specific period. For example, your mobile provider might send yearly statements that include all monthly invoices, payments made, and any outstanding balance.

To resolve a dispute, start by checking the billing statement against your invoices, payment records, and any agreements you made with the customer. Share these documents so you’re both clear what a charge is for and to reveal any misunderstandings – often, this will resolve the issue. And if it doesn’t, work together towards a fair solution. Handle disputes professionally so they don’t escalate – this means responding promptly and clearly, and respecting the customer.

It depends. Most billing cycles are monthly or quarterly – but the right schedule depends on your business model. You may need to update certain customers – those with overdue balances or ongoing services, say – more often. You might send quarterly billing statements alongside a monthly bill sheet to both update customers and to gently prompt them to pay. So be consistent – set a schedule and communicate billing dates and payment terms clearly. Tools like Xero can automate this process for you.