Two things shipped recently. The first one is yours already. The second is a new plan you can take or leave.
New entity: Customer statements
QuickBooks Online will not let you change a statement. There are no columns to add, no custom fields, and no layout of your own — custom form styles cover invoices, estimates, sales receipts, sales orders and purchase orders, but not statements. Most of all, there is nowhere to put the purchase order number, and plenty of customers will not pay an invoice that does not quote it.
Customer Statements are now a document type in Missing Toolkit: Templates. They are generated from the same QuickBooks data, into your own Word template, with the columns you decide — including a PO number column read straight off each invoice.
Two kinds, one template:
- Open item — every invoice still carrying a balance, whatever its date, plus any credit not yet applied. This is the one you send to get paid.
- 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.
You choose the type when you generate. The same template produces both.
The statement also carries the standard aging buckets — current, 1–30, 31–60, 61–90 and over 90 days — and a column for how many days each line is overdue. The amount due comes from the balance QuickBooks holds on each invoice rather than being recalculated, so it agrees with the customer balance in your books.
Where to find it: go to *Connections, click Browse Data, and choose Customer Statements. That page lists your customers rather than documents, because a statement is built from a customer's whole balance rather than from one record. Set the statement type and dates under Statement settings, then click Generate on a customer's row.
There is a free starter template. It has the customer block, the transaction table with the PO column, the amount due and the aging summary already laid out. Download it, add your logo, and it is ready to generate.
This is included in your plan. Nothing to switch on, and nothing more to pay.
New plan: Advanced, for month end
Statements are a month-end job. Producing them one customer at a time is fine for a handful, and tedious for ninety. So there is now a second plan for the teams who run the same job over and over.
Advanced is $99/month and adds two things to everything you already have on Pro:
Generate in bulk. Filter a list — customers with an open balance, invoices for the month — select up to 100 records, and click Generate together. You get a ZIP of separate Word or PDF files, or one merged PDF ready to print and post, or both. The run keeps going whether or not you stay on the page, and emails you when it finishes. If a few documents fail, Retry failed re-runs only those and adds them to the same bundle.
Schedule it. Set up a run once and let it happen on its own: statements for every customer who owes you, on the first of every month, at nine in the morning in your team's time zone. A schedule stores a description of who to generate for rather than a list of customers, so it asks QuickBooks again on the day — somebody who has paid up is left out, and a new customer who owes you is included, without you editing anything. Statement dates can be a rule instead of a fixed day, so "the last day of the month before the run" always covers the month that just ended.
Monthly, weekly or daily, on a day of the month, on the 1st and the 15th, on the last day of the month, or on a weekday like the first Monday. Before you save, the panel shows you the next five times it will run.
Your current plan is unchanged, and everything you use today stays exactly as it is. If month end is the part of your week you would rather hand over, you can move to Advanced from Team > Billing.
As always, reply to this email if something is not working the way you expect — it comes straight to us.