Understand the difference between invoices, sales receipts, bills, and statements in QuickBooks Online

By going back and looking at your invoices, you can compare them to the statement to ensure everything matches up. Keeping the invoice on hand also allows you to make sure that everything you ordered is included and you are not being overcharged. The invoice also includes the purchase date, product name, product number, quantity, and a per-unit cost. At the bottom of the invoice, you’ll find a subtotal for everything that was purchased, a sales tax amount, and a final total. If you receive a bill, you’re receiving an invoice that someone else wants you to pay, for goods or services they rendered to you. Sales receipts are generally reserved for transactions with immediate payment where there is no opportunity to send an invoice.

Statements are usually circulated monthly and summarize the account activities over that period. Statement descriptions and layouts will differ depending on the industry, sector, and business type. You would normally issue an invoice immediately after a product or service has been supplied.

  • It means that a buyer must settle their account within 30 days of the invoice date.
  • An invoice can be for a single sale or on a regular or contractual basis, which is called a recurring invoice.
  • An invoice statement represents a liability of the customer and an asset of the issuer.
  • Depending upon the status of the invoice it is tagged with ‘paid’, ‘outstanding’, or ‘overdue’, which may require sending payment reminders for recovering the due amount.

Compared to an Invoice, a statement has fewer details and a wider scope. The statement period is the time allotted for the production of statements. While the statement is sent on a monthly basis highlighting the invoice data for a fixed time period. There are many invoice billing templates available online that can help you to create professional, easy-to-read invoices for a range of purposes. Still, for better understanding, let’s see invoices and statements side by side and compare them both to highlight the several key differences.

How long should you give someone to pay an invoice?

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Invoices request payments for specific transactions, and any payment not covering all transaction amounts will mark the account as overdue. Some confusion can arise if you wait for the statement to arrive, because payments may have been received for individual invoices after the statement was issued. It’s important to have a tracking system in place so you know which bills have been paid. Hold onto any receipts and credit card statements as proof of payment. To find out which customers need to get statements, check your aged accounts for outstanding balances in a given period of time.

However, your clients can also request statements at any point of time, and it’s a best practice to honor those requests and deliver them in a timely manner. If you’re still confused between invoices and statements, we’re here to reveal a few ways to tell invoices apart from statements. Small companies, Startup can boost a business by keeping their accounts and book updated using IntelliBooks billing software with GST invoices. Effective accounting software will make your life easier, whether you’re creating an invoice or paying a bill.

  • You will commonly use invoices for sales of products or services, one-time freelance projects, or time-based billing.
  • Some applications will even issue the invoices automatically (if the amount is always the same) or at least send you a reminder.
  • A statement cannot be referred to as an invoice; an invoice can be referred to as a statement.
  • Now this depends on business to business and on every business-customer contract too.
  • A statement’s date only designates the day it got issued, not the day the transactions took place.

Define clear payment terms that outline how long customers have to pay their invoices during the sales process. Net 30, or 30 days, is a common amount of time given to pay invoices, but choose payment terms that make sense for your business, your customer, and the transaction. Options range from requiring payment in advance, to net 90 terms which give customers 90 days to pay outstanding invoices. The cost and complexity of a project may factor into the payment terms you choose. Statements are quite significant for tracking business finances. It helps both the seller and the client to keep track of the account receivables and outstanding balances.


Invoices are typically sent once the customer has the product or service delivered to them. You can create a free e-Sign account there, and use its extensive capabilities to create, edit, and track invoices. Alright, now that we know what exactly both these things are, it’s time to get to the meatier bits and explore key differences and similarities.

Invoice vs Statement: Difference and Comparison

You also send statements to your customers the same way you would for outstanding invoices. A statement sent to a customer, showing billings to and payments from the customer during a specific time period, resulting in an ending balance. The purpose of the statement is to remind a customer of sales on credit that have not yet been paid to the seller. Invoices do not contain proof that a business and its customer have agreed on the terms of payment outlined in the invoice. To reduce the chances of a disputed invoice, businesses may create contracts that outline the details of a transaction. Contracts signed by both parties can act as legal documents, reduce the chance of misunderstandings about transactions, and may help speed up the payment process.

No, bills and statements are completely different from each other. Statement highlights the client’s account details for a specific period of time. While a bill is an invoice received at the customer’s end which is a request for payment. An invoice is a legal document that creates an obligation for the client to pay the due amount within the specified time frame.

A statement is a record of all the individual sales transactions that occurred between the customer and the vendor. The invoice serves the purpose of initiating the payments from the buyer. It is generally issued at the end of the trade by the seller to the buyer.

What is included in an invoice?

You financial advisor can help you determine the timing for such dispatches. In order to accurately send and receive invoices and statements, you need to know what they are. Take a look below at the difference between an invoice and a statement. So far, we’ve established clear definitions and benefits — invoices and statements are both important documents, and each has its use case.

Browse Invoice Guide

They’ll include the date that an order is either processed or shipped. The date on a statement simply refers to the day when the statement was issued; not when the transactions occurred. For example, credit card companies use statements to keep their customers informed about payments owed and payments made for specific time periods. You might never receive an invoice from your credit card company, but you will receive credit card statements on a regular basis. They often include the customer name, their contact information, your company’s name, and your contact information, too. To streamline sending invoices, you can leverage tools like CheckYa, which offers a range of features and benefits.

Definition of a Statement

For example, let’s say that a customer of yours receives a statement that lists everything they purchased. It will outline everything from the past month and can include payment amounts, the leftover balance, and any credits available. You would then send the statement to the customer to acknowledge any of the purchases made. This also acts as a way to establish you’re now expecting top 20 banking terms you should know payment for the purchases. QuickBooks Payments makes it easy to create professional invoices and accept payments in one place, improving the overall transaction process for your team and your clients. The statement provides a summary of all invoices and payments during the month of January and shows the outstanding balance that HomeDecor owes to FurniWorld as of January 31.