The Client Statement tab offers a complete, real-time financial overview for each client — covering invoices, payments, credit notes, refunds, and outstanding balances. It is essential for maintaining transparency, tracking financial performance, and managing receivables with accuracy.
📍 Screen: Billing → Clients → click any client row to open the Client aside → switch to the Statement tab. Use the Print button at the top-right of the tab to export the entire statement as a branded PDF (file name auto-generated from the client’s first & last name).
🔍 Purpose
- Provide a consolidated financial summary for each client.
- Help account managers track payments, outstanding dues, and adjustments at both project and invoice levels.
- Serve as a ready reference for client communication and internal audits.
📌 Currency note: all amounts on the Statement tab are displayed in the client’s billing currency, with the currency symbol shown next to each KPI. There is no auto-conversion to your tenant’s primary currency, so multi-currency clients each show one statement in that client’s own currency. The client’s currency is set on the client record itself (not on the project) — change it from Billing → Clients → Edit.
🧩 Sections in the Client Statement
👤 Client Overview
Displays high-level information at the top of the tab:
- Company — the client’s company / organisation name.
- Name — primary contact’s full name (avatar + first + last).
- Designation — primary contact’s designation.
- Managed By — the internal account manager (Client Owner) responsible for this account.
- City, State, Country — billing address fields.
- Email & Phone — primary contact channels (clickable to launch mail / dialler).
📊 Financial Summary KPIs
Four headline KPI cards summarise the client’s running balance, each prefixed with the client’s currency symbol:
- Invoiced Amount — total of all invoices raised for this client (across every project and Client-Invoice).
- Uninvoiced Amount — billable items that exist on projects but have not yet been pulled into an invoice.
- Paid Amount — sum of payments received and applied against this client’s invoices.
- Unpaid Amount — outstanding receivable still expected from the client.
📁 Projects
One row per project linked to the client, rolling up that project’s billing performance.
| Column | Description |
|---|---|
| Project Name | Linked project under the client. |
| Net Amount | Total of invoiced lines before tax. |
| Tax | Tax applied on invoiced billable items. |
| Total Amount | Net + Tax (i.e. invoice grand total for the project). |
| Paid | Total payments received against this project’s invoices. |
| Outstanding | Amount still due. Highlighted when greater than 0. |
📦 Billable Items
Every billable item raised on the client’s projects, regardless of whether it has been invoiced yet.
| Column | Description |
|---|---|
| Date | Date the billable item was logged. |
| Project | Project to which the billable item belongs. |
| Billed Items | Title / description of the service or product billed. |
| Invoiced | Status badge — Invoiced (green) when pulled into an invoice, Uninvoiced (amber) when still pending. |
| Net Amount | Item amount before tax. |
| Tax | Tax amount on the line. |
| Total | Net + Tax. |
| Invoice No. | Linked invoice number (blank for uninvoiced items). |
🧾 Invoices
Every invoice raised for the client, including both Project Invoices and Client Invoices (direct invoices created without a project).
| Column | Description |
|---|---|
| Date | Invoice issue date. |
| Invoice No. | System-generated unique invoice number. |
| Status | Payment status badge — Paid, Partial, Unpaid, Draft, or Cancelled. Cancelled invoices show a red badge with a strike icon. |
| Due Status | Aging indicator on Unpaid / Partial invoices — Due (still inside due date) or Overdue · N day(s) (past due). Cancelled invoices show “Cancelled” here too. |
| Project | Linked project name. Blank for Client-Invoice mode. |
| Net Amount | Invoice total before tax. |
| Tax | Total GST / tax on the invoice. |
| Total | Net + Tax (grand total). |
| Outstanding | Amount still due on this invoice. Highlighted in red when > 0; cancelled invoices always show 0. |
💰 Payments
Every payment receipt logged against the client’s invoices.
| Column | Description |
|---|---|
| Payment Number | Unique system-generated payment ID. |
| Invoice Number | Invoice to which the payment was applied. |
| Payment Date | Date the payment was received. |
| Invoice Amount | Total value of the linked invoice. |
| Amount Paid | Amount the client actually paid. |
| Xction Fees | Transaction / gateway fees applied to this receipt (if any). |
| Amount Received | Net amount applied to the invoice after deductions. |
| Mode | Payment mode chip — Cash / Bank / UPI / Other. |
| Reference No | Bank reference, UTR, or other proof of payment. |
📌 Transaction Fees — “Borne By” matters: if fees are borne by the Client, the fee reduces the credit applied to the invoice (so Amount Received is less than Amount Paid). If fees are borne by Us (the company), the full Amount Paid credits the invoice and the fee is posted separately as a Bank Charges expense — so Amount Received equals Amount Paid in that case.
💳 Credit Notes
Every credit note raised for the client. The single Credit column shows the remaining credit balance still available to apply against future invoices or refund.
| Column | Description |
|---|---|
| Date | Issue date of the credit note. |
| Credit Note | Unique credit-note number. |
| Invoice No. | Linked invoice (the invoice the credit note was issued against). |
| Debit Note No. | Linked debit-note number, if any. |
| Total Amount | Original face value of the credit note. |
| Credit | Remaining unapplied credit available to the client. Already net of applied + refunded amounts — do not subtract those again. Cancelled credit notes show 0. |
| Status | Shows Cancelled in red for voided credit notes; active credit notes leave this column blank. |
🔁 Refund
Every refund disbursed to the client (typically against a credit note).
| Column | Description |
|---|---|
| Refund Number | Unique system-generated refund ID. |
| Refund Date | Date the refund was processed. |
| Amount | Refunded amount (shown in red as it is money flowing out). |
| Transaction ID | Payment-gateway / bank reference for the refund. |
| Invoice No. | Invoice associated with the refund (if any). |
| CreditNote No. | Credit note from which the refund was drawn. |
📚 Ledger
Chronological transaction history for the client, presented as two grouped sub-ledgers side-by-side:
- Outstanding Table — tracks the receivable balance: invoices increase Outstanding, payments & applied credit notes decrease it.
- Cash Balance Table — tracks the client’s advance / unapplied credit: excess payments and unapplied credit notes increase the balance, and the balance decreases when it is later used against new invoices or refunded.
| Date | ID No | Ref No | Type | Description | Outstanding Table | Cash Balance Table | ||||
|---|---|---|---|---|---|---|---|---|---|---|
| Debit | Credit | Outstanding | Debit | Credit | Balance | |||||
| DD-MMM-YYYY | INV-001234 | — | Invoice | Web dev project | 50,000.00 | — | 50,000.00 | — | — | 0.00 |
| DD-MMM-YYYY | PAY-000567 | UTR12345 | Payment | Bank transfer | — | 25,000.00 | 25,000.00 | — | — | 0.00 |
| DD-MMM-YYYY | CN-000045 | — | Credit Note | Discount adjustment | — | 10,000.00 | 15,000.00 | — | — | 0.00 |
| DD-MMM-YYYY | REF-000078 | NEFT678 | Refund | Refund of CN-000045 | — | — | 15,000.00 | 2,000.00 | — | 0.00 |
| DD-MMM-YYYY | PAY-000088 | UTR99 | Payment | Advance receipt | — | — | 15,000.00 | — | 20,000.00 | 20,000.00 |
| DD-MMM-YYYY | INV-001245 | — | Invoice | Maintenance | 18,000.00 | — | 33,000.00 | 20,000.00 | — | 0.00 |
Notes:
- The dual-ledger structure mirrors the same logic used in the Project Ledger.
- The Cash Balance column shows advance / unapplied credit available at the client level — it can be applied against future invoices or refunded.
- Cancelled invoices & cancelled credit notes are excluded from both Outstanding and Cash Balance running totals.
✅ Use Cases
- Share with clients as the official account statement — print a branded PDF directly from the tab.
- Internally track collection status per project / invoice.
- Audit payments, credit notes, and manual adjustments before financial close.
- Quickly identify clients with overdue balances using the Invoices section’s Due Status column.
💡 Tips
- Always ensure Credit Notes are linked to the correct invoices — this keeps the Outstanding column accurate.
- Use the Ledger section to troubleshoot mismatches in amounts; the dual Outstanding / Cash Balance view makes it easy to see where an advance was used.
- Before issuing a refund, verify that the corresponding Credit Note is issued and active — refund cannot exceed the Credit column on that note.
- Print the statement at month-end and save it alongside the client’s email thread for a clean audit trail.