Many telephone, internet, and cable service providers offer postpaid plans or services. Since it’s postpaid, you’ll only need to pay the bill after using the services. And it’s a recurring service until you decide to cancel it or if you fail to pay your dues on time. It’s the customer’s responsibility to take note when their bill is due, but it’s also important that service providers notify their customers of their dues. The payment notice usually comes in the mail, and we call it the bill. But it’s more appropriate to refer to this payment notice as an account statement. Let’s find out why.
What Is an Account Statement?
An account statement, also known as a statement of account, is a document that provides a periodic summary of the activities in a specific account. Here you will find a detailed report on the changes made to an account, such as what was added and what has was removed from the account. A bill only provides a list of the goods or services that must be paid, but it does not include details of the payment made. That is why it is more appropriate to use the term account statement than a bill when referring to the payment notice.
Customers receive account statements in the mail periodically, often every month, but it can also be done quarterly or annually. The statement can also be sent electronically or by mail, which is an option that most customers choose because of its convenience. A typical account statement sample includes the invoice number, start and end date covered by the statement, amount of obligation, list of services covered, previous payment made, taxes and fees, name of customer, mailing address, contact information, etc. You can find all this information in sample account statements.
How to Make an Account Statement
Making an account statement can be tricky, so you need to have all of your attention on the task to ensure the accuracy of details. Customers trust their service providers to give them accurate statements regularly. An error in the account statement will break this trust, even if the issue gets fixed. A strain in your relationship with a customer may cause the cancelation of their services, and you don’t want that to happen.
1. Use a Standard Template
The first thing that you need to consider when making an account statement is to determine if a template is already provided and must be used. Every company or business uses a standard account statement template that is different from other companies. It contains the company logo, disclaimers, notices, etc. Most companies follow a specific format or method of presenting the details of their account statement.
2. Select a Customer
You should provide one account statement per customer every month. You may charge for reprint requests. Put the name of the customer on the statement where it can be easily seen. Make sure that the details you are entering are the account details of that customer. You should not mix up customer account details. Making account statements by batch. Group customers based on their address or due dates.
3. Add the Print Date of the Account Statement
This refers to the time when the account statement is generated. Some companies use a system that automatically generates an account statement on a scheduled date. This makes the task easy and ensures that all customers receive their account statements on time.
4. Send Through Mail or Email
Check the customer’s preference on how the statement should be sent. If the customer wants to receive a paper bill, a printed copy should be sent to the customer by post. If the customer prefers to get a paperless statement, then send the statement to the email address on file. Do this only if the customer opts to get it through email.
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Is a statement of account always accurate?
Ideally, a statement of account should be accurate. However, we cannot eliminate the possibility of having errors or inconsistencies in an account statement due to account error. That is why it is a must to review or check the details of your account statement before actually making a payment. It’s also good to practice making a list and compare it with the details in your account statement, especially for credit card purchases.
Do I need to send a statement of account to a customer with no outstanding balance?
There is actually no need to send a statement of account to customers with no outstanding balance. That is because it can cause customer confusion. Some companies still send account statements for the sake of sending a notice every month, and others do so according to company policies.
Both printed or digital account statements are important because they provide customers a document where they can do a recap of the products and services billed to them. Through an account statement, businesses can also confirm the payment made by their customers. It’s also best to keep previous account statements for record-keeping, in the event of inconsistencies in the new statements.
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