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Sending a customer a statement that shows their outstanding invoices or invoice history is easy to do in Xero. In this tutorial, we will use the demo company to download a sales invoice statement as a PDF file that can be emailed to the customer. We will also email a statement to the customer directly from Xero.

You can copy the steps taken here by using the Demo Company in your Xero account. To learn more about invoicing in Xero, please see our tutorials on sales invoices in Xero.

Sales Invoices Section in Xero

To get to the right place in Xero, go to Business → Sales overview from the main menu:

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How to Send a Sales Invoice Statement to a Customer from Xero

Once inside the main Sales section, click on the Send Statements button:

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From here you can choose what type of statement to send. The choices are:

  1. Activity: shows all sales invoice activity for the customer for the choses date range.
  2. Outstanding: shows all sales invoice currently owing at the chosen date.

For this exercise, choose Outstanding and enter today’s date. Next, tick the checkbox for City Limousines:

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Now we can either download the report as a PDF or email the report directly to the client.

Download the Statement as a PDF

To download the customer statement as a PDF file, click on the Print button:

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A pop-up box will appear asking you to pick a branding template for the statement. For this exercise, choose the Standard template and click on OK when you are ready to download the PDF file:

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A PDF file that looks similar to the picture below should now be saved on your device. If you want to, you can send the statement to the customer from your email account:

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Directly Email the Statement

If you do not want to download a PDF version of the statement and would rather email it directly to the customer from Xero, click on Email after selecting the client from the list:

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A pop-up box will appear showing details of the statement and the email. When you are happy with the details, click on Send to email the statement directly to the client:

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You should now see a message confirming that the email has been sent successfully:

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That’s all you need to do to either download a sales invoice statement as a PDF or email the statement directly to the client from Xero.

You’re All Set!

That’s it for this lesson. For more helpful tutorials on sales invoices in Xero, please follow this link. For other Xero tutorials, please click here.

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