B2B account statements on Shopify: what a statement of account needs and how to produce one

Updated October 6, 2026

Your buyer’s accounts team asks for a statement: what do we owe you, order by order, as of the end of last month? Shopify answers it one order at a time. It knows every order, but it has no document that adds them up per company. This guide covers what a B2B statement of account has to show, what Shopify gives you instead, and how to produce one per company for any date or period, for one company or for up to 50 at a time.

A statement is the account, not the order

An invoice is one order: what was bought, what it costs, when it is due. A statement of account is the whole account of one company: every order that still carries a balance, what has been paid and what has been deducted against each one, and the account’s balance as of a date. A buyer settles invoices. A buyer’s bookkeeper reconciles against a statement, line by line, and that is where they find the invoice they never received or the payment you never matched.

That is why the statement, not the invoice, is what gets asked for at month end, at year end, and whenever an account is disputed. For a wholesale seller it is also the first collection tool: a statement that shows an order two weeks past its due date says so without anyone writing an email.

What Shopify gives you per order, and what a statement adds

Shopify’s documents are per order. An order confirmation, an invoice for a draft order, a packing slip: each belongs to one order and knows nothing about the others. There is no view that says “this company has three unpaid orders and owes $7,800”, and no document that prints it.

The gap got wider in April 2026, when Shopify opened native net terms to Basic, Grow and Advanced (the detail is in do you need Shopify Plus for B2B). Any merchant can now let a company order on Net 30. Every company that does builds up an account, and every account eventually needs a statement.

What a wholesale statement must show

A statement is read by someone who was not in the room, often someone whose job is to find a reason not to pay it yet. It has to carry everything they need on the page:

• Your letterhead. Legal name, address, registration number, a phone number and an email. Your logo, so the document is recognised in a pile.
• Your payment details. Bank, account name and account number, SWIFT/BIC, IBAN, routing or sort code, branch, and a payment note (the reference you want quoted, for example). If this block is missing, the statement gets filed and the payment waits for a question.
• The buyer’s block. The company’s name and address, and, if you have them, its phone and email, so the document is addressed rather than generic.
• The order table. One line per order that still carries a balance: the date, the due date, the order number, the amount, what has been deducted against it, what has been paid, and the balance. An order the buyer overpaid shows its balance below zero and lowers the total, and a line under the total says by how much, so nobody reads the lower figure as a mistake.
• A totals box that adds up. Amount minus Deducted minus Paid equals Balance. A bookkeeper checks this first; a statement whose totals do not reconcile is a statement nobody trusts.
• An aging line. How much of the balance is current and how much is 1–30, 31–60, 61–90 and over 90 days past due, so the reader sees the shape of the debt without a second document.
• Store credit, if the company holds any, stated outside the sum. A balance of store credit is money for a future order, not a payment against the orders on the statement, so it belongs on the page as its own line and nowhere inside the totals. Subtracting it produces a figure the buyer does not actually owe, and Shopify itself refuses to settle an unpaid net terms order with store credit. A company holding credit in more than one currency gets one line per currency. If your buyers pay you outside Shopify and you debit the credit by hand, Quay can subtract it and print one Amount to pay. That is a setting you turn on under Statements, Document settings, not the default.
• A footer note. Terms, a thank you, whom to call about a discrepancy.

Two documents: the balance on a date, and the activity over a period

There are two questions a statement answers, and they need two different documents.

The balance on a date. What did this company owe us as at 31 August? Every order that carried a balance on that day, with what had been paid and deducted against it by then, and the balance. This is what an auditor asks for, what a month-end close needs, and what you produce when a buyer disputes a figure from last quarter. Any date since your first B2B order can be chosen, so the statement for a date three months back shows the balances of that day, not today’s.

The activity over a period. What happened on this account between 1 June and 31 August? An opening balance, then every invoice, payment, refund and credit as its own line with a running balance, then a closing balance. This is the document a bookkeeper reconciles against, because it shows the movements, not just the result. A period can be up to a year long.

How to produce them in Quay

Quay renders both documents from your Shopify orders, on your letterhead. The steps, in the names the app uses:

1. After install, Quay reads your order history. Today’s statement is ready at once. Past dates open when that finishes.
2. Open Statements, then Document settings, once. Fill in Your company details (legal or display name, address, phone, email, registration number), Payment details (bank, account name and number, SWIFT/BIC, IBAN, routing or sort code, branch, payment note), a Footer note, and upload a Logo (PNG or JPEG, up to 1 MB). Every statement from then on prints them.
3. Back on Statements, tick the companies. The With balance tab lists every company with a balance: one that owes you money, one that has overpaid an order, or one with an order Quay could not check against Shopify. Tick one or several. All companies is the other tab, and With overdue only narrows the list to companies with something past due.
4. Choose the document. Balance on a date offers Today, End of last month, or a custom date. Activity over a period offers This month, Last month, Last 3 months, Year to date, Last 12 months, or a custom range.
5. Download PDF, Print, or Download CSV. With several companies ticked the button shows the count, for example Download PDF (3). With several ticked, Download PDF gives you one ZIP of PDFs with a statement each, and Download CSV one ZIP of CSVs, up to 50 companies per download; beyond 50, go page by page. A long period for many companies at once takes a while to render, so for long periods take fewer companies at a time.
6. Add a phone or email for one buyer. On the preview, click This company’s details to add that company’s phone number and email address to its address block. The company’s name and address come from Shopify.

The two reports, Aging summary by company and Outstanding orders by company, are a separate item in the navigation, Reports, not a part of Statements. They are covered in accounts receivable for Shopify wholesale.

Sending the statement

Quay does not email statements. What you do today is what most wholesale sellers do: download the PDF and attach it to your own email, from your own address, in your own words. The buyer sees a document from you, not from an app, and the reply lands in the inbox their accounts team already writes to.

The buyer can also pull it themselves

Every statement above is a document you produce and send. There is a second route, off by default: switch on Show statements to buyers under Settings, Buyer portal, and a company’s orders that still carry a balance appear inside the buyer’s own account, with a button that downloads the same PDF on the same letterhead.

It answers the same request without the round trip, and it changes no figure, because both documents are built from the same orders. What it does not do is send anything. Quay emails nobody, before or after you turn it on. The page it lands on is covered in a B2B customer portal on Shopify, and what shipped is in buyers download their own statement.

Where statements sit in the credit workflow

A statement is the first step, not the last. For a slow account the order of events is: the statement shows the buyer what is due and how late it is; a reminder from you follows; and if the account stays overdue, the overdue rule of the company’s policy does the rest, taking net terms off first and then holding checkout, on the schedule you set. The rules are explained in how to set B2B credit limits in Shopify, and the aging view that tells you which accounts need a statement in the first place is in accounts receivable for Shopify wholesale.