A statement of account is a document that summarises all outstanding invoices for a specific client over a given period. Unlike an invoice (which requests payment for one transaction), a statement lists all unpaid amounts in one place, making it easy for the client to see what they owe in total. Statements are most useful for clients with multiple or recurring invoices.
What does a statement of account include?
A typical statement of account shows:
- Your business name and contact details
- The client’s name and contact details
- The statement date and the period it covers
- A list of all invoices with their dates, numbers, amounts, and status (outstanding or paid)
- Any payments received during the period
- The total outstanding balance
Statements are not tax invoices and are not regulated by SARS. They are a practical tool for client communication and debt management.
When should you send a statement of account?
Monthly, for clients with regular invoices. If you issue 3 to 5 invoices to the same client each month, send them a monthly statement showing everything outstanding. This makes it easy for their accounts payable team to reconcile and pay.
When a client has multiple overdue invoices. Instead of chasing each overdue invoice separately, send a statement that consolidates everything: “You have 3 outstanding invoices totalling R18,750. Please see the statement for details.”
At the end of a project. For long-running projects with multiple invoices, a final statement helps the client confirm they have paid everything and identify any outstanding amounts.
Upon client request. Many corporate clients request a statement of account when reconciling their supplier payments at month end.
Quick answer
What is a statement of account in South Africa?
A statement of account in South Africa is a document that summarises all outstanding or recent invoices between a supplier and a client over a specific period. Unlike an invoice, which records one transaction, a statement lists multiple invoices with their dates, amounts, and payment status, showing the total outstanding balance. Statements are used to help clients reconcile their accounts payable, particularly when there are multiple invoices in a period. They are sent monthly for clients with regular invoicing, when a client has multiple overdue invoices, or upon client request. Statements are not tax invoices and are not regulated by SARS. Rebill’s client portal feature allows clients to log in and view their own statement of account, download invoices, and make payments, reducing the need to send manual statements.
Statement of account vs invoice: what is the difference?
| Feature | Invoice | Statement of account |
|---|---|---|
| Covers | One transaction | Multiple transactions |
| Purpose | Request payment | Summary of outstanding amounts |
| SARS regulated | Yes (tax invoice requirements) | No |
| Can be used for VAT claim | Yes | No |
| Sent when | Transaction is complete | Periodically or on request |
How to send a statement of account
You can send a statement as a PDF by email, or by WhatsApp for regular clients. Keep the format clean and easy to read:
- One row per invoice
- Columns for invoice date, invoice number, amount, and status (paid or outstanding)
- A clear total at the bottom
- Your banking details or a link to your client portal
Rebill’s client portal gives every client their own login where they can view all their invoices, download statements, and make payments. This reduces the number of manual statement requests you receive because clients can access their own account history at any time.
Frequently asked questions
Does a statement of account replace an invoice?
No. A statement of account is a summary document, not a tax invoice. Your clients still need individual tax invoices to claim VAT input tax. A statement cannot be used in place of an invoice for SARS purposes. Send individual invoices for each transaction and use statements as a supplementary communication tool.
Should I include paid invoices on a statement?
It depends on the purpose. For a statement showing outstanding balances only, include only unpaid invoices. For a full transaction history (useful when a client is reconciling their accounts), include both paid and outstanding invoices with a clear status indicator for each.
Can I charge a late fee if a client ignores a statement?
A statement of account does not restart the late fee clock. Late fees apply based on the due dates on the individual invoices, not on the statement date. If an invoice is 30 days overdue, the late fee applies to that invoice regardless of whether you sent a statement.