Account Statement / Ledger PDF Generator
A statement of account shows a customer or supplier every transaction between you for a period — invoices, payments, credit notes — with a running balance and the amount outstanding. Sending it monthly is the single most effective way to get paid on time, and at year end it is the basis for balance confirmation that auditors ask for. This tool lets you enter or import the transactions, computes the running balance from the opening balance, and produces a professional A4 statement with an ageing summary of the outstanding amount.
How the running balance works
For a customer (sundry debtor) ledger, invoices are debits (they increase what the party owes you) and receipts are credits. Balance after each line = previous balance + debit − credit. A positive (Dr) closing balance is receivable; a negative (Cr) balance means the customer has paid in advance. For a supplier ledger the logic is mirrored: purchase bills are credits, payments are debits, and a Cr balance is what you owe.
Ageing of outstanding
Payments are matched against the oldest open invoices first (FIFO). Whatever remains unpaid is grouped into 0–30, 31–60, 61–90 and over-90-day buckets measured from the invoice date to the statement date. Amounts beyond 90 days deserve a phone call; amounts beyond 180 days may need a legal notice or provision for doubtful debts.
Worked example
Opening balance ₹0 Dr. 01-04: Invoice INV-001 ₹25,000 → balance ₹25,000 Dr. 21-04: NEFT received ₹15,000 → balance ₹10,000 Dr. 16-05: Invoice INV-014 ₹18,500 → closing balance ₹28,500 Dr. Ageing on 30-06: the ₹15,000 receipt knocks off INV-001 partly, leaving ₹10,000 from INV-001 (90 days old → 61–90 bucket) and ₹18,500 from INV-014 (45 days → 31–60 bucket).
Tips
- Import rows from Excel or CSV in the order Date, Particulars, Ref, Debit, Credit.
- Use the "Sort by date" button after adding late entries.
- Add a remark asking the party to confirm the balance within 7 days — silence is then treated as acceptance.
Frequently Asked Questions
What is the difference between Dr and Cr balance?
In a customer ledger a Dr balance is the amount the customer owes you; a Cr balance means they have paid more than billed. In a supplier ledger a Cr balance is what you owe.
Can I import my Tally or Excel ledger?
Yes. Export to CSV/Excel with columns Date, Particulars, Ref, Debit, Credit and use Import. The balance is recomputed automatically.
How is the ageing calculated?
Receipts are applied to the oldest invoices first; the unpaid remainder of each invoice is aged from its date to the statement end date.
Is this a legally required document?
No, but a periodic statement with balance confirmation is strong evidence of debt in recovery proceedings and is routinely sought by auditors.
Disclaimer: This tool is for general information and estimation only. Tax rates and rules change — verify with official sources or a professional before acting. Read full disclaimer.