James Fyfe

Co-founder - CEO

Statement vs. Invoice: What's the Difference?

When it comes to billing for services provided, it's important to understand the difference between a statement and an invoice.

While both documents contain an itemized list of services and the amount due, they have different payment requirements and track payments differently.

In this article, we'll go over the key differences between statements and invoices and why they are important for businesses to keep accurate records of their finances.

What is a Billing Statement?

A billing statement is a document a business sends to a customer that summarizes the account holder's transactions within a statement period.

The statement provides an up-to-date report on the status of the customer's account and includes all the transactions made during a specific period.

The statement date usually indicates the date the statement was generated and not necessarily the end of the billing cycle.

What is Included in a Billing Statement?

A billing statement includes an outstanding balance and a list of all transactions that have taken place since the purchase date of the last billing statement. It also consists of the payment terms and the payment due date of the statement period.

The statement provides an overall view of the account of the customer, and any payments made during the statement period will be reflected in the next statement.

What is an Outstanding Balance?

An outstanding balance is the total amount the customer owes for all services or products rendered but not yet paid. This amount will be carried over to the next statement until payment is made to settle the balance.

Keeping track of the outstanding balance is essential since it impacts the cash flow of the customer's account status with a business.

What is an Invoice?

An invoice is a document a business sends to a customer requesting payment for specific goods or services purchased.

Unlike a billing statement, writing an invoice can be used as a legal document for a request for payment for a particular transaction rather than a summary of all transactions conducted during a specific period.

What is the Difference Between an Invoice and a Billing Statement?

The key difference between an invoice and a statement is that an invoice is a specific request for payment relating to a single transaction, while a statement summarizes all the transactions made over a statement period.

Another difference is that an invoice often includes an invoice number and a purchase order, which is not included in a billing statement.

What is an Invoice Number?

An invoice number is a unique identifier assigned to a specific invoice to help businesses keep track of their outstanding invoices and payments.

Including an invoice number for easy reference is important when following up on payment or keeping records.

What is a Purchase Order?

A purchase order is a written document a customer sends to a business to request payment for specific goods or services. The purchase order includes details such as the quantity of the products, the agreed prices, and the delivery date and serves as a binding agreement between the two parties.

What are the Payment Requirements for Statements and Invoices?

Invoices typically have a specific payment due date, and failure to pay sales invoices on time can result in consequences such as late fees or interest charges.

Partial payments may be acceptable, but it's essential to communicate and agree on the terms in advance.

The same goes for statements; after customers fail to pay you after multiple invoices you sent over, you can send the statement to your customer with all the missing payments and let them know what will happen if they don’t pay by a specific future date.

What are the Consequences of Late Payments?

Failure to pay invoices and bills on time can lead to additional costs, such as late fees and interest charges, impacting cash flow.

In extreme cases, unpaid invoices can lead to debt recovery measures and legal action. Consistent late payments can also damage business relationships or reputations.

What is a Partial Payment?

A partial payment is when a customer pays only a portion of the total amount due or an agreed amount. It's essential to communicate and agree on the terms of partial payments in advance to avoid any confusion or disputes.

How Does a Statement or Invoice Track Payments?

A billing statement tracks payments over a statement period, while an invoice tracks payment for a specific transaction. An ending balance is included in a statement, while an invoice only contains the payment details of the specific transaction.

Both documents include an itemized list that provides detailed information about the services purchased.

What is an Ending Balance?

An ending balance is the final total amount the customer owes at the end of a statement period. It includes all the transactions and payments made during the period, and any outstanding balance will be carried over to the next statement period.

What is an Itemized List?

An itemized list is a detailed breakdown of the goods or services purchased, including the quantity, the unit price, and the total cost.

This provides clarity and transparency for the customer and helps with record-keeping.

What is the Difference Between Multi-invoice Statements and Credit Card Statements?

A multi-invoice statement is a statement that tracks multiple transactions made over a statement period, while a credit card statement tracks purchases made using a credit card.

Both documents provide an itemized list of transactions the main difference is in the payment method.

Why are Statements and Invoices Important for Businesses?

Statements and invoices are essential for businesses to keep accurate records of account activity and track payment. They help with accounts payable, provide an audit trail for tax purposes, and support cash flow management.

How do Statements and Invoices Help with Accounts Payable?

Statements and invoices provide a record of all transactions, making it easier to track payments and manage cash flow. They help with accounts payable by clearly understanding what a business owes to suppliers or service providers. This information is essential for budgeting and financial planning.

What is the Legal Status of Statements and Invoices?

Statements and invoices are legally binding documents that provide evidence of the transaction and payment between a business and a customer. They can be used as evidence in legal disputes, so keeping accurate records of all transactions and sending statements and invoices is important.

Streamline Your Invoicing Workflow Using Portant's Technology

Portant's free Google Sheets invoice template is a game-changer for businesses looking to streamline their invoicing process. The template's dynamic workflow allows you to quickly and easily add different data for each customer, saving you a lot of time and resources in the long run.

With Portant's technology, you no longer have to manually create and update invoices for each customer, as the invoicing workflow does it for you. This means you can focus on growing your business while Portant handles your invoicing needs.

Plus, since the template is completely free, it's an affordable way to improve your invoicing process and increase your business's efficiency.

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