QuickBooks Online
Customer statement template for QuickBooks Online
QuickBooks statements give you no columns to choose and no layout to change — including the one column your customer asks for, the purchase order number. Missing Toolkit: Templates generates the statement from the same QuickBooks data, in your Word template, with the columns you decide — your invoice custom fields among them.
The missing column
Plenty of customers will not pay an invoice that does not quote their purchase order number. Their accounts payable team matches it against their own system, and anything without one goes to the bottom of the pile.
QuickBooks Online has no P.O. number field on an invoice at all. Companies that need one add a custom field to their invoices and record it there, which works well enough until the statement goes out — statements offer no columns and no custom fields, so the number you carefully captured has nowhere to appear. The usual advice is to retype it into a memo field and hope it carries. We walk through adding a custom field in QuickBooks Online and getting the P.O. number onto a statement in two guides on the blog.
Statements are also the one document QuickBooks styles least. Custom form styles will not touch them: no columns to add, no custom fields, no layout of your own. You get the statement Intuit designed, or you get a spreadsheet.
What the finished statement looks like
This is the free starter template below, filled with QuickBooks data. One row per transaction, and a purchase order column — read from your invoice custom field — that QuickBooks will not give you.
Your Company Name
Statement of Account
To
Harbour Point Cafe
18 Wharf Street
Camden, ME 04843
Contact
ap@harbourpoint.example
(207) 555-0148
Details
Statement date: 07/31/2026
Type: Open Item
| Date | Type | Number | PO # | Due | Amount | Balance |
|---|---|---|---|---|---|---|
| 06/18/2026 | Invoice | 1021 | PO-4471 | 07/18/2026 | 459.00 | 459.00 |
| 07/02/2026 | Invoice | 1034 | PO-4488 | 08/01/2026 | 212.50 | 212.50 |
| 07/18/2026 | Credit Memo | CM-1042 | -150.00 | -150.00 |
The template also carries the standard aging buckets — current, 1–30, 31–60, 61–90, and over 90 days — so a customer can see how much of the balance is overdue and by how long.
Open item or balance forward: one template for both
Which one you want depends on what you are chasing.
- Open item
- Every invoice still carrying a balance, however old, plus any credit not yet applied. This is the one you send to get paid — it ignores dates entirely, because an invoice from March is still owed in August.
- Balance forward
- What was owed at the start of the period, then every invoice, payment and credit within it, with a running balance down the page. This is the one for a customer who wants to see the month's activity rather than just the outstanding total.
The same template produces both. You choose the type when you generate.
Every customer who owes you, in one run
Statements are a month-end job, not a one-off. Filter to the customers carrying an open balance, select all of them, and generate the lot — you get a ZIP of Word files, or a single merged PDF ready to print and post.
The run keeps going whether or not you stay on the page, and tells you when it has finished.
Generating in bulk is part of the Missing Toolkit: Templates Advanced plan. A single statement at a time is included on every plan.
Free customer statement template
A Word document with the customer block, the transaction table including a PO column, the amount due, and the aging summary already laid out. The PO column reads a custom field named P.O. Number — rename the placeholder if you called yours something else. Download it, add your logo, and it's ready to generate.
No email required. Your company name and address fill in from QuickBooks when you generate — open it in Word first if you want to make it your own.
Before you use the PO column
QuickBooks Online has no purchase order field on an invoice, so there is nothing for us to read until you make one. In QuickBooks, go to Settings → Custom fields, add a field, choose the Transaction category, and turn it on for Invoice — plus Estimate and Credit Memo if you want it across the sales cycle. Make sure it is set to print on the form.
Name it P.O. Number and the starter template works as downloaded. If you call it
something else, your field name becomes the placeholder — a field named "Customer PO No." becomes
${CUSTOM_CUSTOMER_PO_NO}
on an invoice and
${LINE_CUSTOM_CUSTOMER_PO_NO}
on a statement row, so edit the placeholder in the template to match. Your own field names are
listed for you when you build a template.
The same applies to any other custom field you keep on an invoice — a job number, a contract reference, a delivery note. Each one can have its own column on the statement.
What's in the template
Every placeholder below is filled from the customer and date you pick. The row holding the
LINE_
placeholders is repeated once per transaction on the statement.
| Placeholder | Filled with |
|---|---|
| ${COMPANY_NAME} | Your company name |
| ${COMPANY_LINE1} | Your company street address |
| ${COMPANY_CITY_LINE} | Your company city, state and postal code on one line |
| ${COMPANY_PHONE} | Your company phone number |
| ${COMPANY_EMAIL} | Your company email address |
| ${CUSTOMER_NAME} | Customer display name |
| ${BILLING_LINE1} | Billing address line 1 |
| ${BILLING_LINE2} | Billing address line 2 |
| ${BILLING_CITY_LINE} | Billing city, state and postal code on one line |
| ${CUSTOMER_EMAIL} | Customer email address |
| ${CUSTOMER_PHONE} | Customer phone number |
| ${STATEMENT_NUMBER} | Statement number assigned when the statement is generated; each statement gets the next number in your sequence |
| ${STATEMENT_DATE} | The date the statement covers up to |
| ${STATEMENT_TYPE} | Open item or balance forward |
| ${LINE_DATE} | Date of the transaction (place in a table row — row will be cloned per line) |
| ${LINE_TYPE} | What the transaction is, as QuickBooks names it |
| ${LINE_NUMBER} | Document number of the transaction |
| ${LINE_CUSTOM_PO_NUMBER} | A custom field on your QuickBooks invoice. Rename this to match what you called yours. |
| ${LINE_DUE_DATE} | Date the invoice is due |
| ${LINE_AMOUNT} | Amount of the transaction; payments and credits are negative |
| ${LINE_OPEN_AMOUNT} | Unpaid balance on an open item statement, or the running balance on a balance forward statement |
| ${AMOUNT_DUE} | Total owed as at the statement date, whatever the statement listed, less any transactions chosen to be left off it |
| ${AGING_CURRENT} | Not yet due |
| ${AGING_1_30} | Overdue by 1 to 30 days |
| ${AGING_31_60} | Overdue by 31 to 60 days |
| ${AGING_61_90} | Overdue by 61 to 90 days |
| ${AGING_OVER_90} | Overdue by more than 90 days |
How It Works
-
1
Connect QuickBooks Online
Authorize the connection through Intuit with OAuth 2.0. Missing Toolkit: Templates reads your data and never writes to it.
-
2
Upload your statement template
Start from the free template above and add your letterhead. Your fonts, logo, and choice of columns are preserved exactly.
-
3
Pick your customers and generate
Choose one customer or everyone with an open balance, set the statement date, and download as Word or PDF.
Common questions
- Can you add the PO number to a QuickBooks Online statement?
- Not in QuickBooks. QuickBooks Online has no P.O. number field on an invoice, so companies that need one record it in a custom field — and statements offer no column settings and no custom fields at all, so there is nowhere for it to appear. The usual workaround is retyping it into a memo field. Missing Toolkit: Templates reads that custom field off each invoice and puts it in its own column.
- Can you customize the statement layout in QuickBooks Online?
- Barely. Custom form styles covers invoices, estimates, sales receipts, sales orders, and purchase orders — statements are not included. You can set a few options when you create the statement, but the columns, the layout, and the wording are fixed. With Missing Toolkit: Templates the statement is your own Word document.
- What is the difference between open item and balance forward?
- An open item statement lists every invoice still carrying a balance, whatever its date, which is what you send to get paid. A balance forward statement shows what was owed at the start of a period, then the activity within it, with a running balance. The same template produces both — you pick the type when you generate.
- Will the total match what QuickBooks says the customer owes?
- Yes. Every balance comes from the figure QuickBooks holds rather than being recalculated, and the statement lists everything posted to accounts receivable — journal entries, deposits, and refunds as well as invoices, payments, and credits — so the amount due agrees with the customer balance in your books.
- Can I send statements to all my customers at once?
- Yes. Filter to customers with an open balance, select them all, and generate in one run — you get a ZIP of separate documents or one merged PDF. Bulk generation is part of the Advanced plan.
- Does this change anything in QuickBooks?
- No. Missing Toolkit: Templates has read-only access. It reads the transactions behind the statement and produces a document; nothing in your books is created or altered.
- Does the statement show how overdue each invoice is?
- Yes. There is a column for the days a line is overdue, and the template carries the standard aging buckets — current, 1–30, 31–60, 61–90, and over 90 days — measured from each due date, or from the transaction date where there is no due date.
Send statements your customers can actually pay from
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