Customer statements

An account statement summarises everything that's happened on a customer's account over a period — invoices raised, payments received, and the running balance. Statements are a Starter feature.

#When to use a statement

• A customer asks for a summary of what they've been billed and paid.
• You're reconciling an account at month- or year-end.
• You want to remind a customer of a total outstanding across several invoices, rather than chasing each one.

#Generating a statement

Open Statements (or a customer's page) and:

1. Choose the customer.
2. Set the date range — for example the last month or quarter.
3. Generate the statement.

PaidFast produces a branded document listing each invoice, payment, and credit note in the period, with an opening and closing balance.

#What's on a statement

• The customer and the period covered.
• Each invoice and its amount.
• Each payment and credit note applied.
• A running balance and the total outstanding at the end of the period.

#Sharing a statement

Send the statement to the customer by email or WhatsApp, or download it to share yourself. Customers can also see their statements in the portal.

Tip: A statement is the cleanest way to ask a customer to settle several overdue invoices at once — it shows the full picture and the single total they owe.

#Automatic statements

Instead of generating statements one at a time, you can have PaidFast send every customer their statement on a schedule — automatically, in the background. Automatic statements are included in the Starter plan.

Set it up under Settings → Collections → Automatic statements:

• How often — Monthly (pick a day 1–28, or Last day of the month), Every two weeks, or Weekly (pick a weekday).
• Statement period — Previous calendar month, Since the last statement, or the last 30/60/90 days.
• Currency — your organization currency, or each document's own invoice currency.
• Who gets a statement — Customers with activity or a balance, All customers, or Selected customers (with a searchable picker).
• Send by — Email, WhatsApp, or both.

Each statement includes the opening balance, every invoice, payment, withholding tax line and credit note in the period, the closing balance, and the PDF.

WhatsApp note: scheduled sends usually land outside the 24-hour window Meta allows for a free-form WhatsApp message, so WhatsApp stays locked on this card until your PaidFast administrator configures an approved statement template. Email always works.

#Review before sending

Turn on Review before sending to hold each run for your approval instead of sending straight away. When a run is waiting:

• It shows in the notification bell under Needs your approval, as "Statements ready for N customers."
• On the Automatic statements card, you see the run's date and period, and every waiting customer with their closing balance — tick who to send, or use Send all, Skip this run, or Skip the unticked.

#Checking it's working

• Send a test to me emails you exactly what a customer would receive on the next run, using a real customer with activity — a quick way to confirm the setup before turning it on for real.
• Once a run finishes, it shows up in the bell under Updates as "Automatic statements sent to N customers," with the period and any partly-sent, failed, or skipped counts.
• The card also keeps your last five runs, so you can check delivery without waiting for the bell.

#Leaving a customer out

Open a customer and check Leave out of automatic statements to skip them on every future run, regardless of the schedule's audience setting. You can still send that customer a statement manually any time.