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QuickBooks Tips > Setup and Customization Tips > Using Statements in QuickBooks: The Basics
Using Statements in QuickBooks: The Basics
Sending invoices to your customers to bill for products and/or services is probably one of the more enjoyable parts of your job - second only to recording payments received. And thanks to the company file you've built in QuickBooks, creating invoices is generally a very simple process that requires no duplicate data entry.
Figure 1: You probably use QuickBooks' invoice forms frequently, so you know how much easier it is to fill them out than to create paper bills.
QuickBooks also includes easy-to-use templates for another kind of customer form: the statement. These forms are generally not used nearly as frequently as invoices. However, you may find them more appropriate if you:
Limitations of Statements
QuickBooks places some restrictions on statements. For example if you have a number of related charges for which you want to create a subtotal for, you'll have to use an invoice. Statements also cannot include sales tax, percentage discounts, or payment items. Products or services requiring descriptions that run more than a paragraph can't go on a statement. Customization options, too, are limited: you can't add custom fields to the statement form, nor can you include a message to your customers, like, "We appreciate your business."
The "Reminder Statement"
There may be occasions when you want to create a form that lists invoices received, payments made, and any credits given for one or more customers. This may be necessary when, for example, a customer disputes a charge. You may also want to send out these statements to remind customers of delinquent payments.
You do not have to enter any new data for these statements. Instead QuickBooks will pull the existing activity that you ask for in the Create Statements window, shown below. To get there, either click on the Statements icon on the home page, or open the Customers menu and select Create Statements.
Figure 2: The Create Statements window in QuickBooks offers multiple options for defining the statements you want to send to customers.
As you can see, QuickBooks offers a lot of flexibility in the creation of statements. You can specify:
If you assess finance charges, you can do so here. This is an advanced activity in QuickBooks, and we'd be happy to provide guidance in this area.
When you're done, you can Preview your statements, Print, or E-Mail them by clicking those buttons.
Entering Individual Charges
If you need to enter individual charges, you'll have to work with QuickBooks' customer registers. You'll find these by either opening the Customers menu and selecting Enter Statement Charges or highlighting a customer in the Customer Center, then clicking the down arrow next to New Transactions and selecting Statement Charges.
Figure 3: A Statement Charge in the customer register.
We highly recommend that you let us help you get started if individual charges are necessary. Like many of QuickBooks' functions, this isn't a difficult activity once you understand it. But it's much easier and economical for you to get upfront guidance than for us to come in and untangle your company file.