What it is
A statement of account lists every invoice, payment and credit note for one client, with a running balance and the total they owe. It shows how late each amount is, so you can see what to chase first. With a payment gateway set up, it also carries one Pay Now link for everything they owe.
Why you’d use it
Some clients get many invoices from you: a body corporate, a builder you subcontract for, a shop you service every month. A statement puts everything on one page, with one total, so the client can see what they owe and pay it in one go.
What you need first
- A client with at least one sent invoice. Draft and voided invoices are not shown; the client does not owe them.
- For the Pay Now link: a payment gateway set up, and an internet connection when you make the statement. Without a gateway the statement has no link.
How to do it
- Open the Clients tab and tap the client.
- On Client Account, tap Generate Statement.
- Under Select Period, choose Last 30 days, Last 60 days, Last 90 days or Custom. For Custom, set From and To.
- Tap Generate Statement.
- When the share sheet opens, send the PDF by email, WhatsApp or any other app.
What it costs
Nothing extra. Statements do not use up your monthly invoice allowance. If your client pays through the link, PayFast charges its normal fee.
Common questions
What do the age columns mean?
The table at the bottom shows how late the money is, counted from each due date:
- Current: not due yet
- 1-30 Days: up to 30 days late
- 31-60 Days: 31 to 60 days late
- 61-90 Days: 61 to 90 days late
- 90+ Days: more than 90 days late
Total Outstanding is everything the client owes today, whatever period you picked.
What is “Balance brought forward”?
What the client owed before the period starts, including any imported opening balance, so the running balance adds up.
How does the Pay Now link work?
The client taps the link and pays by card or instant EFT through PayFast. It collects the full balance: any opening balance first, then the oldest unpaid invoices, which are marked paid or part paid by themselves. If the link has expired, send a new statement.
My statement says “Payment link available when connected to the internet”
You have a gateway, but the phone was offline when you made the statement. Connect and generate it again.
Why does it ask “No Payment Details”?
Your Business Profile has no bank account and no payment gateway, so the client would not be told how to pay. Tap Add Details, or Share Anyway. It asks until the details exist.
Do credit notes count?
Yes. Every credit note lowers the balance, whether or not you shared it. See credit notes.