Template

Customer statement of account format for Nepal (Excel and PDF)

Send a customer a list of every invoice, note and receipt for the period, with a running balance and a summary of how long the balance has been due. Excel sheet and printable PDF.

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The Excel sheet works the totals out for you; the PDF is the same form left blank for printing. Leave your name, phone and email and the download opens straight away.

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Printable PDF PDF

Updated 12 September 2026.

What it must contain

Fields the document needs in Nepal

Statement number and period The period covered, with from and to dates in AD and BS.
Both parties with PAN Your registered details and the customer details as you hold them.
Opening balance for the period What was outstanding when the period started, carried from the last statement.
Document type and number per line Invoice, credit note, debit note or receipt, each named so it can be checked.
Debit and credit columns Invoices on one side, receipts and credits on the other, never netted.
Running balance per line Recalculated on every line, ending in the amount the customer owes.
Ageing of the closing balance How much is current and how much is overdue, in bands you use consistently.
Query window for the customer A stated period for reporting differences, so silence means agreement.

What a statement of account is for in Nepal

A statement of account lists everything between you and one customer during a period: invoices raised, credit and debit notes issued, payments received and the balance left at the end. It keeps your records and the customer’s records in agreement. It also means a collection call can be about a date, instead of about whether a bill exists.

Suppliers in Nepal who sell on credit depend on this document. The customer keeps their own version of the account, and every month you do not compare the two, they can drift further apart.

How to fill it in

Fill your block in the Excel file once. For each customer, fill in a statement number, the period in both calendars and the customer block with their PAN. Enter the opening balance on the first line. Then add one row per document in date order: the type, the number, a short note and the amount in either the debit or the credit column. Invoices and debit notes are debits. Receipts and credit notes are credits.

The balance column carries down and updates on every line, so the closing figure is the amount due. Fill in the ageing boxes under the table. Ageing splits the balance by how long it has been unpaid, such as current and overdue. Use the same bands every time. State the period in which the customer should report any differences. Send the PDF with a short covering message and keep your copy.

Common mistakes

Sending a total with no document lines, which nobody can check.
Leaving out credit notes, so the balance looks higher than it is.
Applying a receipt to the wrong invoice, so an overdue bill hides behind a paid one.
Sending a new statement for a period you already sent, without saying what changed.
Counting ageing from the invoice date when your payment terms start from delivery.
Sending statements only to customers who are already late. From that month, the statement stops being routine.

How Kuver Books prints it automatically

In Kuver Books the statement is a report you open, with nothing to type. Every approved invoice, credit note, debit note and receipt is already on the customer record, so the period, the running balance and the ageing come from those documents. You can see what each customer owes without opening a file. You can also set a credit limit that warns the counter before the next sale, and export the statement to send. The receivables and sales reports behind it are part of 32 built-in reports. See payments, receivables and cash.

How Kuver Books prints this automatically

Frequently asked questions

How often should I send a statement of account?

Once a month works well. Send it in the first few days after the Nepali month closes, while both sides still remember the deliveries. Customers who buy a lot may want one every two weeks. If you send a statement only when you are chasing money, it stops being routine and starts to feel like an accusation.

What if the customer figure does not match mine?

Check line by line instead of arguing about the total. The usual causes are a bill raised at the very end of a month that the customer recorded in the next month, a credit note one side issued and the other did not record, or a payment applied to a different invoice. Fix the record that is wrong and send the statement again.

Is a statement of account a legal demand for payment?

It is a record of the balance between two businesses, not a formal notice. It is usually what stops a formal notice being needed. Most overdue balances in Nepali trade come from a document the two sides recorded differently, rather than from an unwillingness to pay.

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