Customer Statements
A statement shows one customer where they stand with you: the balance at the start of a period, every invoice, payment, credit note and refund in it, the balance at the end, and which invoices are still unpaid. A customer’s accounts team can use it to reconcile their books against yours.
You can open a statement for a customer, download it as a PDF or email it, or have Plirin email statements to your customers automatically every month or week.
Customer statements are available on Growth and Scale plans (growth, scale, invoicing_pro and invoicing_scale).
| Starter | Growth | Scale | |
|---|---|---|---|
| Statements on demand | Not included | Included | Included |
| Scheduled statements | Not included | 200 a month | 2,000 a month |
The monthly figure counts scheduled statements only, and the month follows your calendar. Statements you email yourself, from the dashboard or the API, do not use it. If you reach the allowance, the remaining customers are skipped until next month and the event is recorded in your audit trail.
If you move below Growth, your schedule is paused and its settings are kept. The settings section then reads “Paused: scheduled statements are part of Growth and Scale”. Upgrade again and it resumes.
What a statement shows
Section titled “What a statement shows”There is one PDF per customer per currency, branded like your invoices. It has six parts.
- Header. Your logo, name, address and tax ID, the customer’s billing details, “Statement of account”, the period, the statement date and the currency. The statement date is the last day of the period.
- Summary. Opening balance, invoiced, payments, credits and closing balance. The closing balance is the headline: “Amount due” when it is above zero, “In credit” when it is below, and “Nothing due” when it is zero. If refunds fall in the period, a line under the summary reads “Closing balance includes refunds of X”, so the figures add up.
- Activity in the period. Date, type, reference, charges, payments and credits, and a running balance, starting from “Opening balance carried forward”.
- Outstanding as of the statement date. Every invoice still owed, including ones issued before the period, with its issue date, due date, amount left, days overdue and a link to its hosted payment page. The section adds up to the closing balance exactly. If the customer has overpaid and not been refunded, a closing line reads “Less: overpayments not yet refunded”.
- Ageing by due date: current, 1-30, 31-60, 61-90 and 90+ days overdue.
- Footer. Your payment instructions (the bank details in Settings), the statement note, and the page number. Payment instructions print only when the customer owes you money, so a statement showing them in credit never asks them to pay.
When the opening balance differs from the last statement. Statements follow transaction dates strictly. If you record a payment (or any other entry) dated in a period whose statement has already gone out, it has no line on that sent statement, which is frozen, and none on the next one either, because its date is before the new period: it is part of the new opening balance. So the next statement says so, in the summary, the email and the dashboard preview: “Statement ST-0002 closed at $2,400.00. This statement opens at $1,400.00 because activity dated on or before 30 September 2026 was recorded after ST-0002 was sent.” It appears only when you sent a statement for the period just before, in the same currency, and its closing balance differs.
An emailed statement carries a number, such as ST-0007, which also appears in the email subject and the PDF file name. A statement you only download has no number and prints “Not sent” in its place. Test mode has its own series, TEST-ST-0001.
What is on a statement, and what is left out
Section titled “What is on a statement, and what is left out”| Entry | Effect on the balance | Dated by |
|---|---|---|
| Invoice (late-fee invoices included) | Adds the total | Issue date |
| Payment recorded by you | Subtracts | Payment date |
| Card payment | Subtracts | The day it succeeded |
| Stablecoin payment | Subtracts | The day it was confirmed |
| Credit note | Subtracts | The day it was issued |
| Refund | Adds back | The day it completed |
Left out:
- Draft invoices. A statement lists only invoices you have issued.
- Voided invoices. The invoice’s charge is removed. Payments and refunds on it stay, so a part-paid invoice that was later voided shows the customer in credit until the refund is made.
- Removed payments. A payment you removed does not count, and one you restored does.
- Draft and voided credit notes.
- Test data. A live statement never includes test-mode invoices or payments, and a test-mode statement never includes live ones.
- Other currencies. Each currency has its own statement, and balances are never added across currencies. A customer billed in USD and EUR has two.
- Invoices with no customer linked. They appear on no statement.
Dates are on your calendar, in your profile timezone. A payment made at 23:30 on the last day of the period, your time, belongs to that period.
A statement shows up to 1,000 activity lines. For a longer history, choose a shorter period. Opening balances are totals, so a long history costs nothing.
Sending one on demand
Section titled “Sending one on demand”- Open the Customers page and click a customer.
- Click Statement.
- Pick a currency. Only currencies the customer has activity in are offered.
- Pick a period: Last month (the default), This month, Last 3 months, This year, or Custom with two dates. “This month” ends today.
- The preview shows the summary figures. Choose Download PDF, or Email.
Email opens a short form:
- To: the customer’s email address. A customer with no email address cannot be emailed, but you can still download their statement.
- Cc: up to 5 extra addresses, for this send only.
- Note: an optional message of up to 500 characters, shown in the email and printed on the PDF.
The email is sent from “Your Business via Plirin”, replies go to you, and the subject is “Statement ST-0007 from Your Business: 1-31 Oct 2026”. The PDF is attached. Test-mode statements are marked [TEST]. There is no unsubscribe link: a statement is account communication, like a payment reminder, and the way to stop it is the opt-out below.
Emailing a statement needs a verified account email, like sending an invoice; until you verify it you can still preview and download statements. An empty period (no activity, nothing owed) cannot be emailed. Sending a statement again for the same period is allowed and creates a new record with a new number.
The Statements sent list in the customer’s profile shows every emailed statement: its number, period, send date and status, with a download icon. The download is the PDF exactly as the customer received it, even if payments have since been backdated, removed or restored.
Previewing, downloading and listing need the report.view permission. Emailing needs invoice.manage. Owners and Managers have both, and Cashiers have neither.
Scheduling statements
Section titled “Scheduling statements”Go to Settings > Invoicing > Customer statements. You need the merchant.profile.manage permission, which Owners and Managers have.
| Setting | Values | Default |
|---|---|---|
| Mode | Manual or Scheduled | Manual |
| Frequency | Monthly, or weekly | Monthly |
| Day of month | 1 to 28 | 1 |
| Weekday | Monday to Sunday | Monday |
| Recipients | Customers with an open balance, or customers with any activity | Open balance |
| Default note | Up to 500 characters, optional | Empty |
Day of month stops at 28 so that every month has the day you chose.
Which period each statement covers. A scheduled statement always covers a finished period. A monthly schedule sends the previous calendar month. A weekly schedule sends the previous Monday to Sunday. A monthly schedule on the 1st sends a statement for the whole of last month, on the morning of the 1st.
Who receives one. Every customer who has an email address, has not been opted out, and has something to show. For each currency:
- With Customers with an open balance, a customer gets a statement if they owe you money at the end of the period.
- With Customers with any activity, a customer gets a statement if anything happened on their account in the period, whether or not they owe you.
- A customer with no activity in the period and nothing owed is never sent an empty statement.
When it goes out. At your reminder send hour, the same hour your invoice reminders go out, on your own calendar. The settings page shows the hour and the date of the next run, and how many of your monthly scheduled statements are used. Clock changes never move a statement to the wrong day. On a busy day Plirin may hold some statements back to stay within its sending limits; those go out within the next two days, still for the same period.
The default note is added to every scheduled statement email and PDF. Statements you email by hand use the note you type in the dialog instead.
A statement is sent once for a customer, currency and period. If Plirin’s servers restart, or a second copy runs, it is never sent twice.
Things to know:
- Saving the schedule never sends a statement straight away. When you turn it on, or change its frequency, day or weekday, the first run is the next scheduled date after the day you save, even if you save on the scheduled day before the send hour.
- Scheduled statements use live data only. To see what a statement looks like in test mode, send one on demand.
- Switching back to Manual stops all further scheduled sends, including for statements not yet sent that day.
- Changing the settings is recorded in your audit trail, with the values before and after.
Opting a customer out
Section titled “Opting a customer out”On the Customers page, open the customer and switch on Don’t send scheduled statements. The schedule skips them from then on. You can still send them a statement by hand whenever you like. Switching it off again opts them back in.
Changing it needs the customer.manage permission. Each change is recorded in your audit trail.
When a send fails
Section titled “When a send fails”A statement can fail to send, for example if the email provider has an outage.
- On demand: you see an error and the statement is recorded as failed, with the reason, in Statements sent. Nothing is retried automatically, so click Email again. A new attempt takes the next statement number.
- Scheduled: Plirin tries again once, within 24 hours. After that the statement stays failed, shows in the customer’s Statements sent list with its reason, and you can send it by hand.
Every failed attempt is recorded in your audit trail as statement.send_failed, with which attempt it was, so a scheduled statement that fails and then fails its retry has two entries. A failed statement counts as nothing sent, so it does not use your monthly allowance, and you can send the period again at any time. A failed statement has no PDF to download: the PDF is kept only for statements that were sent.
API and SDKs
Section titled “API and SDKs”Statements are available through the REST API and both SDKs, so a finance tool can pull a statement, download the PDF or send one. Scheduling and the opt-out are dashboard-only. See GraphQL queries, GraphQL mutations and the SDKs. Every send, download and settings change is listed in the audit events.