Key takeaways
- An invoice is a request for payment for specific goods or services.
- A statement of account lists invoices, payments and credits over a period and shows the balance.
- A statement does not replace an invoice and does not create a new debt.
- Send statements monthly for active accounts, because they catch missing invoices and unapplied payments.
Free PDF and Excel: Account reconciliation sheet: statement against ledger. Get it below
The difference
| Feature | Invoice | Statement |
|---|---|---|
| Covers | One sale or period of work | All activity over a period |
| Purpose | Request payment | Reconcile and remind |
| Legal role | Evidence of the sale and tax document | Summary, not a tax document |
| Numbered | Yes, uniquely | Usually by account and date |
| Frequency | Per sale | Monthly or on request |
The statement format is explained on statement of account. The invoice side is covered on invoice example.
A customer has five open invoices and one unapplied payment. The supplier sends a statement on the 30th. The customer sees an invoice it never received and a payment that was not matched, and fixes both.
The supplier gets 6,200 in cash it was waiting for, and the customer avoids a dunning letter.
Using them together
- Send the invoice at the time of sale. It is the legal document.
- Send the statement at month end, with ageing buckets.
- Customers should reconcile the statement to their ledger.
- If they disagree, work from invoice numbers. Do not argue from totals.
- Never pay from a statement alone if there is no matching invoice.
- Run on a fixed date.
- Include open invoices, credits and unapplied cash.
- Show ageing.
- Send to the accounts payable contact.
- Follow up on disputes within a week.
Last checked: 19 October 2026. General accounting practice.
Free PDF and Excel
Account reconciliation sheet: statement against ledger
A reconciliation sheet that matches a supplier statement to your ledger and highlights the differences.
- Reconciliation sheet
- Common differences
- Follow-up scripts
- Excel reconciliation
Frequently asked questions
What is the difference between an invoice and a statement?
An invoice bills a sale. A statement summarises the account over a period.
Is a statement a request for payment?
It shows what is owed, but the legal request is the invoice.
How often should I send a statement?
Monthly for active accounts.
Does a statement count as a tax invoice?
No.
Should a buyer pay from a statement?
Only after matching to invoices. Never pay an amount that has no invoice behind it.