Using QuickBooks Statements to Bill Customers

Posted by on Aug 1, 2011 in Customers Module | 3 comments

Are you aware that you can bill a Customer using a Statement Charge? This feature does have its limitations, but it would be helpful to you if you just want to accumulate charges before requesting payment. You might also have a customer or customers that you assess a regular monthly charge to.

A Billing Statement will list the charges a Customer has accumulated over a period of time.

As you perform the service you enter in the charges one by one. Later on, you would print the billing statement which will show the previous balance, new charges, payment received, and the new balance. If you send monthly statements than Billing statements would work for you because they will display the details of all new charges.

If you billed the same charge (parking) to a group of customers on a regular basis, you could set up QuickBooks  to enter the charges automatically by memorizing  the transaction. Most businesses that bill recurring charges on statements can use this feature.

Here’s how to perform this task.

From the Home page and in the Customer module, click on the Statement Charges icon. This will take you to the Accounts Receivable Register.

At the bottom of the register make sure that the box beside 1-Line is UNCHECKED. Highlight the next unused line and start entering the information.

Working from left to right the Date field will be first, then the Type column which will have defaulted to STMTCHG, as displayed on the right. Next will be the Item field, where I have choosen Clean Up Labour from the drop-down box.

Since I had already set up the rate for this item it will automatically fill the Rate field and the Amt Chrg field. All that I have to do is add the number into the Qty (Quantity) field, which is 1 in this exercise.

To finish I will click on the Record tab, at the bottom right hand corner of the screen. QuickBooks will then add that amount to the balance of the Accounts Receivable register. In this case that would be 40.00

I would then e-mail the statement to the customer.

To memorize this billing charge I would make sure that line is still highlighted, right click on my mouse and choose Memorize Transaction and follow that steps for the frequency of how often I want this charge to appear.

To create this statement I would go to the Customer module and click on the Statements icon, choose the Statement Date, Statement Period, and for this particular exercise choose one Customer. From the drop-down box I have chosen the appropriate name which then displays the Statement as shown on the left.

Now for the catch and I would be remiss if I didn’t mention this.

Billing Statements do have their limitations in QuickBooks.

- You can’t record sales tax, payment items, percentage discounts or group items as a separate charge. You would have to use an invoice to do that.

- You can’t group related charges together and subtotal them (Invoice you can).

- On a Billing Statement a charge can only represent one item (invoice as many as you want). So for each service you must enter a separate statement charge.

- Finally, you cannot add custom fields to the statement form.

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3 Responses to “Using QuickBooks Statements to Bill Customers”

    • Jeannette Ater says:

      Customer’s name and address are in the “Bill to” box but will not print on statement. The dates, invoices and charges print but not the name and address of customers.

      • Larry Johnson says:

        Hi Jeannette,
        Couple things may be happening. From the Menu Bar go to List/Templates and highlight the Statement that you are using. Right click on your mouse and Edit Template. At the bottom of that screen click on the Additional Customization tab and make sure the Invoice To box is checked.
        If it is already checked, then close that screen and go to your Customer Centre and highlight one of your Customer names. In the Customer Information box to your right you should see the Company Name and Billing Address of the Customer. If not, go to Edit Customer and copy the Company Name that is in that field and paste it to the Invoice to box in the Addresses section.
        Hope this helps.

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