Can a Statement of Account be e-signed?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met for the transaction.

When is notarization required?

Notarization is not typically required for routine account statements, but specific transactions (e.g., sworn affidavits or some real estate accounting statements) may require notarization under state law.

How do I correct an issued statement?

Issue a corrected statement or credit memo showing the adjustment, reference the original statement date, and retain both versions for audit and dispute resolution.

What authentication is recommended?

Email-based access may suffice for typical statements; use SMS, KBA, or stronger authentication for high-value accounts or regulated data to reduce repudiation risk.

How should signed statements be stored?

Store signed statements in an access-controlled repository with tamper-evident files and a searchable audit trail for the applicable retention period.

What if a customer disputes the amount?

Follow your dispute process (document request, investigation, correction if needed) and preserve communications; document resolution steps to support collections or legal actions.

Electronic Signature
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Statement of Account

Statement of Account

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What a Statement of Account Is and When it’s Used

A Statement of Account is a transactional summary issued by a seller, lender, service provider, or financial institution that lists invoices, payments, credits, adjustments, and the running balance for a specified period. It documents amounts due or overdue, payment application, and any agreed-upon offsets. Organizations use Statements of Account for monthly billing, account reconciliation, pre-collection notices, and as supporting documentation for disputes. Accurate statements help establish the parties’ financial positions and create a paper or electronic record that can be relied on for accounting, audit, and tax purposes.

Why a Clear Statement of Account Matters

A professional Statement of Account reduces disputes, supports timely payment, and provides an auditable trail for bookkeeping and regulatory review. It clarifies outstanding balances and the history of transactions in a single document, improving internal reconciliation and external communication with customers or counterparties.

Who Prepares and Receives Statements of Account

Statements of Account are prepared by accounting, billing, collections, and treasury teams and delivered to customers, vendors, trustees, or legal representatives.

Accounts receivable managers who generate periodic billings and reconcile payments for customers.
Corporate finance or treasury teams that consolidate statements for intercompany or client account reviews.
Customers, clients, or trustees who require transaction history for disputes, audits, or tax reporting.

Use a Statement of Account whenever you need a formal, dated record of amounts invoiced, payments posted, credits issued, and the current balance.

Essential Components to Include on Every Statement of Account

A complete Statement of Account contains identifying information, a clear transaction ledger, balance calculations, and contact details so recipients can verify or query charges quickly.

Heading

Document title, account number, and statement date prominently placed to avoid confusion about the reporting period and subject account.

Account Details

Payer/payee legal name, billing address, account number, and customer ID so the record ties to the correct entity in accounting systems.

Transaction Ledger

Chronological list with invoice numbers, dates, descriptions, debits, credits, and running balance for clear auditability and reconciliation.

Totals

Opening balance, period charges, payments applied, adjustments, and closing balance with due date and past-due breakdown if applicable.

Dispute Instructions

Procedure to report errors including contact person, required supporting documents, and time window for disputes or adjustments.

Legal Notice

Governing law, late fee terms, interest rate calculation, and any statutory disclosures required by contract or regulation.

Required Data Elements at a Glance

Statement Date: MM/DD/YYYY

Account Number: Unique identifier

Transaction Dates: MM/DD/YYYY

Invoice References: Invoice # or ref

Amounts: Debit/credit values

Contact Info: Name, phone, email

Step-by-Step: Creating a Compliant Statement of Account

Follow these core steps to prepare, verify, and issue a Statement of Account that supports accounting, collections, and legal needs.

01

Gather Records: Compile invoices, payments, credit memos, and adjustments for the statement period.
02

Reconcile Ledger: Verify totals against the general ledger and resolve unapplied payments before publishing.
03

Populate Template: Enter account info, transaction lines, and compute opening/closing balances with two-decimal precision.
04

Review and Approve: Have accounting or billing personnel review for accuracy and sign or e-sign before distribution.

Configuring an Online Statement Workflow

Set up a repeatable template and routing logic to reduce manual work and ensure consistent distribution of statements.

Field	Configuration
Template	Create a reusable PDF or DOCX template with mapped fields for dynamic data.
Authentication	Use email or SMS verification; add stronger authentication for high-value accounts.
Notifications	Enable sender and recipient notifications for delivery, opening, and signing events.
Retention	Configure automatic archival and export to your document store for retention compliance.

Where to Send or File a Statement of Account

Statements can be delivered to customers, stored in accounting systems, or sent to custodial repositories depending on business needs.

Customer Delivery: Email PDF or secure link to the customer’s billing address on file.
Accounting System: Attach the statement to the AR record in your ERP or accounting software.
Document Archive: Store signed statements in a secure repository for retention and audit access.
Legal Hold: If litigation or audit is pending, preserve copies under legal hold procedures.

Digital Signing and Delivery: Technical Considerations

Ensure your platform supports secure signing, audit trails, and integration with your accounting systems before moving to electronic statements.

File Formats: PDF, DOCX supported
Integrations: ERP and CRM connectors
Security: TLS and AES-256

Choose a solution that offers reliable audit logs, role-based access, and export options to meet internal control and regulatory requirements.

Typical Timelines and Response Windows

Statements of Account are periodic; include clear due dates and dispute windows so both parties know expected timelines.

Statement Frequency:

Monthly is common for billing and reconciliations

Payment Due Date:

Usually 30 days from statement date

Dispute Window:

Commonly 30–60 days to report incorrect charges

Aging Buckets:

0–30, 31–60, 61–90, >90 days

Accounting Cutoff:

Close period promptly to avoid mixing periods

Common Preparation Mistakes to Avoid

Mismatched account identifiers that send statements to the wrong customer or prevent automated posting in the ERP.
Incomplete transaction details such as missing invoice numbers or dates that impede reconciliation and dispute settlement.
Publishing statements before unapplied cash is researched, leading to incorrect balances and avoidable customer disputes.
Using inconsistent descriptions across invoices, which prevents automated matching and increases manual reconciliation time.

Risks and Potential Consequences of Incorrect Statements

Dispute Delays: Prolonged collections and cash flow impact

Contract Breach: May trigger remedies under agreement

Regulatory Risk: Incorrect records can affect filings

Reputational Harm: Customer trust reduction

Tax Exposure: Misstated income may affect returns

Backup Withholding: Incorrect TINs can trigger 24% withholding

How eSignature Options Compare for Signing Statements

Basic capability and pricing vary across providers; signNow is listed first below per vendor-comparison conventions and offers multiple plans and billing models.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Examples of Statement Use

These short examples show how organizations apply Statements of Account in practice.

Optica Ventures

Optica automated monthly statements for investor billing to speed reconciliation.

The change reduced manual posting tasks substantially.
By standardizing the statement template and delivering signed PDFs, Optica improved audit readiness and reduced time to resolve billing queries.

Martin Properties

A property management firm moved tenant ledgers to signed electronic statements.

Tenants received clearer rent and fee breakouts.
The firm reported fewer disputes, faster collections, and consistent records across mobile and desktop channels.

Frequently Asked Questions About Statements of Account and eSigning

Answers to common questions about validity, corrections, notarization, and storage when creating or delivering Statements of Account.

Need help? Contact support

Can a Statement of Account be e-signed?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met for the transaction.
When is notarization required?
Notarization is not typically required for routine account statements, but specific transactions (e.g., sworn affidavits or some real estate accounting statements) may require notarization under state law.
How do I correct an issued statement?
Issue a corrected statement or credit memo showing the adjustment, reference the original statement date, and retain both versions for audit and dispute resolution.
What authentication is recommended?
Email-based access may suffice for typical statements; use SMS, KBA, or stronger authentication for high-value accounts or regulated data to reduce repudiation risk.
How should signed statements be stored?
Store signed statements in an access-controlled repository with tamper-evident files and a searchable audit trail for the applicable retention period.
What if a customer disputes the amount?
Follow your dispute process (document request, investigation, correction if needed) and preserve communications; document resolution steps to support collections or legal actions.

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