billing statement bundle

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Billing Statement Format

Business/Company Name
Address: [Street Address, City, State, Zip Code]
Phone: [Phone Number] | Email: [Email Address] | Website: [Website URL]

Billing Statement No: [Unique Statement Number]
Date of Issue: [MM/DD/YYYY]
Due Date: [MM/DD/YYYY]

1. Customer Information

Customer Name: [Customer Full Name]
Customer ID: [Unique Customer ID]
Address: [Customer Address]
Phone: [Customer Phone Number]
Email: [Customer Email]

2. Statement Summary

Description Invoice Number Invoice Date Due Date Amount Payments Balance Due
[Description of Service/Product] [INV-001] [MM/DD/YYYY] [MM/DD/YYYY] [$Amount] [$Payment] [$Balance]
[Description of Service/Product] [INV-002] [MM/DD/YYYY] [MM/DD/YYYY] [$Amount] [$Payment] [$Balance]
Total [$Total] [$Total] [$Total]

3. Payment Details

Total Amount Due: [$Total Amount Due]
Payment Due Date: [MM/DD/YYYY]

Payment Methods:

4. Terms and Conditions

  1. Payments must be received by the due date to avoid any late fees.
  2. Any unpaid balance after [X days] will incur a late fee of [X%] per month.
  3. If you have questions regarding this billing statement, please contact us at [Phone Number] or [Email Address].

5. Notes and Remarks

Billing Statement Samples

What is a Billing Statement?

A Billing Statement is a financial document provided by a business to its customers to summarize all account activity over a particular billing cycle. It displays an overview of payments, charges, credits, and the outstanding balance owed. These statements serve as a reminder for customers to pay any outstanding amounts and ensure both parties have a transparent record of transactions. Billing statements are used in various industries, including banking, utilities, healthcare, and retail. You can also see more on Billing Invoices.

Elements of a Billing Statement

Elements of a Billing Statement

Now that you already know that billing statements are a part of the billing process, the next thing you should learn is its elements. Every billing statement is different depending on what pricing arrangement a client has chosen. Because of that, a statement must be specifically made for that business transaction. However, some businesses created standardized billing statements solely for their payment transactions. If you want to make one, here is a list of all elements this document should have. Continue reading below.

Label or Title: All important business documents should have a proper label to identify them from other paper works on your desk. The last thing you want is to mix up a billing statement from an invoice. The title is usually written at the top of the document. However, it can be on the different sides of the form as long as it is visible and easily recognizable. The title can be “Billing Statement” or “State of the Account.” And to make it stand out, larger font and bolder characters are used. You can also see more on Bill Receipts. The Basics: Like most documents, a billing statement also consists of the basics. This part contains both sender and customer information. The sender must include their registered company/business name, official business location, and contact information (phone number, email, and fax number). With this, the customers have an idea of where the statement comes from. Additionally, some important elements of a billing statement are date, statement number, and customer ID. Meanwhile, customer details like their complete name, complete address, and contact information must be in the billing statement as well. You can also see more on Account Statements Account Activity: For a credit card account holder, the account of activities is the most important part of the billing statement. This section is composed of the transactions made within the entire billing cycle. It is in a tabular format and divided into columns, which are the date, type, invoice, description, payment, amount, and balance of the transaction. The current balance is placed at the bottom part of the table. On the contrary, a billing statement that is used in other business types has different content for this section. For example, a statement used in universities contains the amount of tuition instead of credit debt balances. You can also see more on School Statement. Account Summary: The account summary is an overview of the entire billing statement. A good account summary tells the audience what the form is about without reading through the billing statement. Thus, it must contain the balance due, payment due date, amount enclosed (in US dollars), and the name of the business to which the amount is payable. If the bill is paid through a check, the receiver of the payment must be identified by indicating the company name, address, and customer ID.

How to Create a Billing Statement

How to Create a Sales Report

Step 1: Gather Customer Information

Start by collecting the necessary details for the customer. This includes their name, address, contact information, and account number. Accurate customer data ensures there are no discrepancies in the billing process and avoids delays in payment collection.

Step 2: Identify the Billing Period

Clearly define the billing cycle or statement period for which the statement is being generated. This could be a month, a quarter, or any custom period that matches the business’s billing process. Make sure to specify the start and end dates of the billing period. You can also see more on Statement Of Purpose.

Step 3: Record Transactions

List all financial transactions, including payments, charges, fees, and credits, made during the billing period. Each transaction should have a description, date, and corresponding amount. Be sure to categorize them as “credits” or “debits” to maintain clarity.

Step 4: Calculate Balances

Determine the customer’s balance at the start of the billing period, then add any charges and deduct payments made. The resulting figure will be the outstanding balance due. Double-check calculations for accuracy to avoid billing errors.

Step 5: Format and Send the Billing Statement

Design a clear and professional format for the statement. Include a summary section that highlights the opening balance, total payments, new charges, and the final balance due. Send the statement via email, mail, or an online customer portal for easy access. You can also see more on Background Statements.

FAQs

How often is a billing statement issued?

Billing statements are typically issued monthly, but the frequency depends on the type of service or agreement between the business and the customer.

Is a billing statement the same as an invoice?

No, an invoice is a single bill for a specific transaction, while a billing statement summarizes multiple transactions over a period.

Can I pay directly through a billing statement?

Many billing statements offer a payment link, QR code, or instructions on how to make payments. This makes it easier for customers to settle their dues. You can also see more on Account Statements.

What details should be included in a billing statement?

A billing statement should include customer information (name, address, and account number), statement date, billing period, list of transactions (charges, credits, payments), and the total balance due. Including these elements ensures the statement is clear and actionable.

How is the opening balance of a billing statement calculated?

The opening balance is the amount carried over from the previous billing cycle. It includes unpaid amounts or credit balances from prior statements. This figure becomes the starting point for the current billing period’s calculations.

How do billing statements benefit businesses?

Billing statements promote financial transparency, simplify payment tracking, and encourage timely payments. They help avoid payment disputes and support better cash flow management. For B2B businesses, they offer a consolidated view of multiple invoices, simplifying client payment processes. You can also see more on Goal Statement.