Customer Requests a Statement of Account Before Payment: How Should You Prepare It?

Define the period and account

Start with the correct customer name, the period covered and the currency. If you deal with several branches or companies in one group, do not combine balances without a clear basis. Identify the party named on each invoice so the customer can match it to its own records.

Show the account movement, not only the total

List each invoice number, date, amount and due date, then payments, approved adjustments and the remaining balance. Use a clear chronological order and provide the invoice or reference when needed. For instalments or part payments, see how to check the remaining balance after partial payment.

Reconcile payments before sending

Check bank statements, receipts and accounting records to confirm that each payment is recorded and allocated to the correct invoice. Do not leave an unidentified amount unexplained or assign a payment to another invoice by assumption. If the transfer reference is unclear, request the customer’s payment record and document the reconciliation result.

Address differences item by item

If the customer challenges the statement, ask which invoice or payment differs rather than accepting a general objection to the total. Separate the agreed amount from the disputed item and retain the correspondence explaining any correction. For an objection to the underlying invoice, use the disputed invoice guide.

Connect the statement to a payment step

After sending it, request confirmation or a list of differences within a reasonable period, then ask for the payment date for the undisputed balance. A statement clarifies a claim; it should not leave the matter open without follow-up. Avoid calling the balance final until any genuine differences have been resolved.

When should you request a claim assessment?

Request an assessment if reconciliation continues without a result, alleged payments are unsupported, the customer will not identify differences, or no payment date follows. Prepare the statement, invoices, delivery records and correspondence using the claim document checklist. THIQA specialises in debt collection and receivables recovery inside Oman. Creditors outside Oman may request assistance against a company or individual inside Oman. Request an assessment and include the balance and disputed items.

General information, not legal or accounting advice or a guarantee of recovery. The appropriate course depends on each claim’s records and circumstances.