This billing statement template can be used for invoice tracking, simple customer account management, and general billing. Although not as feature-packed as other small business billing software, it may be all you need. It has a column for recording the invoice number, a column for recording payments received from the customer, plus a generic amount column that can be used for payments.
Uses of Billing statement
This type of billing statement is useful when you receive regular payments from a customer, such as a tenant in one of your rental properties. It is very similar to our free invoice template, a billing statement as an accounts receivable ledger for a specific customer. However,it shows individual transactions and the current balance.
This Billing Statement spreadsheet can be a simple alternative to other small business billing software. You can keep track of a customer account balance, track invoices and payments, and mail the statement to a customer.
Using the Billing Statement
This billing statement is not automatic like other billing software might be, but it also doesn’t require you to be an expert at Excel.
You may or may not want to use a statement number. The statement date may be adequate.
The Current Balance is the Sum of all Amounts MINUS the Sum of all Payments. Keep that in mind when you start entering values. The Payments column is for recording payments received from your customer and Amounts are for charges, fees, and invoices billed. You can enter negative values in the Amount column if you need to (for refunds, credits that aren’t payments, etc.).
When adding additional rows to the Account Activity section, make sure you insert the row above the gray ‘current balance’ line, so that the balance formula updates correctly.
Sending a Bill to a Customer
You shouldn’t send the Excel spreadsheet to your customer. If you want to go paperless, you should print to a PDF file. Don’t assume that your customer uses the same version of Excel you do, or that they can open a spreadsheet.
If you print hard copies, you should print and send two copies, so that your customer can keep one.
Invoice Tracking
One of the critical features of accounts receivable software, invoice tracking software, and billing software is the ability to apply a customer’s payment to a specific or multiple invoices. If a payment applies to two or more invoices, just insert additional rows and split the payment between the different invoices. To link the split payments together, in the TYPE column record the check number that the customer paid.
This one is design so that the upper portion of the statement as the remittance form, allowing the account activity section to extend. The remittance section tells the customer where to send their check and reminds them to enclose a copy of the statement . This can be used as a credit card statement.
Purchase order tracking: You can also use this billing statement for tracking purchase orders. Just duplicate column C (the one with the “Invoice” column) and label the new column “PO#”.
