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Account Statements

Account statements provide customers with an overview of their transaction history and outstanding balances for a selected date range. In docs101, statements are generated on demand and rendered via the template engine as PDF documents.

What are Account Statements?​

An account statement is a summary document showing transactions between your business and a customer over a selected period. It typically includes:

  • Invoice references: All invoices issued during the selected period.
  • Payment status: Whether each invoice is paid, partially paid, or outstanding.
  • Outstanding balance: The total amount still due.

Statements are useful for:

  • Providing customers with a clear overview of their account activity.
  • Supporting dispute resolution by referencing specific transactions.
  • Maintaining documentation for audit and accounting purposes.

What Data is Included​

An account statement contains:

Header Information​

  • Your company name and contact details.
  • Customer name and billing address.
  • Statement period (the date range you selected).
  • Statement generation date.

Transaction Details​

Each line item includes:

  • Invoice Number: Reference to the original invoice.
  • Invoice Date: When the invoice was issued.
  • Amount: Invoice total amount.
  • Payment Status: Paid, Partially Paid, or Outstanding.
  • Outstanding Amount: Remaining balance for the invoice.

Summary Section​

  • Total Invoices: Count of invoices in the period.
  • Total Amount Billed: Sum of all invoice amounts.
  • Total Paid: Sum of all payments received.
  • Outstanding Balance: Total amount still due.

Generating an Account Statement​

To generate a statement for a customer:

  1. Navigate to Customers and open the customer detail page.
  2. Click Generate Statement (or navigate to the statement section).
  3. Select the date range:
    • Choose a start date and end date for the period you want to cover.
  4. Click Generate.
  5. The statement is rendered via the template engine and produced as a PDF document.
tip

Choose a date range that covers the period of interest. For example, select the first and last day of a month for a monthly statement, or a full quarter for a quarterly overview.

Downloading the Statement​

Once the statement is generated:

  1. Click Download PDF to save the statement file to your computer.
  2. You can then distribute it to the customer via email, file transfer, or print.

Statement Content and Layout​

The statement is rendered using the template engine, similar to how invoices are produced. The template controls:

  • Header: Company logo, name, and contact information.
  • Customer Section: Recipient address and details.
  • Statement Period: The date range covered.
  • Transactions Table: All invoices with columns for date, number, amount, and status.
  • Summary: Totals and outstanding balance.
  • Footer: Payment terms and contact information.

QR Code Verification​

Every account statement includes a tamper-proof QR code printed on the document. This QR code links to a public verification page where the recipient can confirm the document's authenticity — no login required.

What the QR Code Contains​

The QR code encodes a unique link to a verification page on docs101. When scanned, it opens a public page that displays:

  • The issuing company name
  • Document type (Account Statement)
  • Customer reference
  • Issue date
  • Statement period (start and end date)
  • Total debits and credits
  • Ending balance

How Your Customer Uses It​

  1. The recipient scans the QR code with their smartphone camera
  2. A browser opens the public verification page
  3. The page confirms the document is valid and shows the key data points

This creates trust: your customer can instantly verify that the statement is genuine and originates from you. It also protects against forged documents — each QR code is cryptographically unique and cannot be duplicated.

tip

The QR code is especially valuable for B2B communication where account statements may be forwarded between departments. Anyone with the document can verify its authenticity in seconds.

Best Practices​

  • Verify Data: Review the generated PDF to confirm accuracy before sending to the customer.
  • Clear Date Range: Select a meaningful date range that aligns with your reporting needs.
  • Professional Presentation: The template engine ensures consistent formatting and branding.
  • Keep Records: Save copies of generated statements for your own records.
  • Follow Up: Use statement information to identify overdue invoices that may need attention.
info

Statements are generated manually on demand. There is no automated scheduling for statement generation. Generate a statement whenever you or your customer needs one.