How to Batch Print and Mail Customer Statements From QuickBooks and Xero

QuickBooks Online, QuickBooks Desktop and Xero create, print and email customer statements, but none of them mails one. For customers who want paper, you either print, fold and stamp the statements yourself, or save each customer's statement as its own PDF and have it printed and mailed. Either way, it's one statement per envelope, and you keep a copy of what you mailed.

Menu names come from each tool's help center as of October 2026; QuickBooks Desktop steps are for Windows.

Can QuickBooks or Xero mail customer statements?#

No. Each can email a statement, print it or save it as a PDF; the envelope is up to you or a service. Here's what each gives you when you print several at once, and whether a statement fits a window envelope.

In 2024 the QuickBooks Team said printing customer statements to fit window envelopes is "unavailable in QBO" (opens in new tab). QuickBooks Desktop lists statements among its customizable form templates (opens in new tab), so the Layout Designer can move the address. Xero's help says printing several customers' statements makes "one PDF document" (opens in new tab).

Invoices go out the same way, plus one step: marking each one as sent. How to mail invoices from QuickBooks Online, Xero, FreshBooks or Wave covers both.

How to mail statements: one PDF per customer#

To mail statements through an upload service, you need each customer's statement in its own PDF. Printing several at once gives you one file, by each tool's help and Intuit's community answers; open the download and check. That file is fine for your own printer, but Postmarkr mails every page of a PDF to the one address you choose and doesn't split it, so a combined file would put every customer's balance in one envelope.

Save each statement on its own, with no password, at US Letter size, named with the customer and the statement date.

QuickBooks Online#

1. Select + Create, then Statement.
2. Choose the Statement Type (Balance Forward, Open Item (Last 365 days) or Transaction Statement), the Statement Date and the Customer Balance Status (Open, Overdue or All). Check the Start Date and End Date, then select Apply.
3. Tick one customer and select Print or Preview.
4. Select the download icon, then Save. Repeat for each customer who gets paper.

Printing at your own desk? Tick every customer in step 3 instead: Print or Preview then shows the statements you ticked together in one PDF preview, by the sources we checked, and that file is fine for your printer.

Statements already created? On the customer's Statements tab, select Print or Preview. For separate files, the QuickBooks Team's advice is to create them "one by one" (opens in new tab). Customers who take email can still go as a batch: in Customers & leads, tick them, choose Batch action, then Statement, and select Save and send.

Sources: Intuit's help on downloading statements (opens in new tab) (updated August 5, 2026) and creating and sending statements (opens in new tab) (updated June 1, 2026).

QuickBooks Desktop#

1. Go to Customers, then Create Statements.
2. Check the statement date and set the date range, or include all open transactions as of the statement date.
3. Select just one customer.
4. Select Print. In the Print Statements window, choose Microsoft Print to PDF, select Print, enter a file name and select Save. Repeat for each customer.

On a Mac, select Print, then Save as PDF from the print dialog's PDF menu.

Sources: Intuit's Desktop statement steps (opens in new tab) (updated August 3, 2026), a QuickBooks Community answer on statement PDFs (opens in new tab) (2022) and Apple's guide to saving a document as a PDF on a Mac (opens in new tab).

Xero#

1. In the Contacts menu, select Customers, then click the customer's name.
2. Click the menu icon at the top right, then select Send statements.
3. To change the statement type or date, change it and click Update.
4. Click Print PDF, select the branding theme, then click OK.

Open Send statements from the Customers list without opening a customer, and you can tick several: Print makes one PDF for all of them, and Email sends to everyone you tick.

Sources: Xero's help page on customer statements (opens in new tab).

If you already have one combined PDF#

Open it, choose Print, enter one customer's page range and save those pages as a PDF: on a Mac, PDF, then Save as PDF; on Windows, Microsoft Print to PDF. Check that each new file's first page shows the right customer before you upload it.

Mail each statement with Postmarkr#

Postmarkr prints and mails USPS First-Class letters to US addresses, one letter per PDF.

1. Upload the statement PDF.
2. Choose the customer from your address book, or type the address. It's checked against USPS address data before you pay. Mail returned as undeliverable because of an incorrect or incomplete address is not eligible for a refund or free resend.
3. Check the preview. An address page comes first, placed so your customer's address and yours show through a #10 double-window envelope, so a QuickBooks Online statement on plain paper goes as it is. Behind it is every page of the statement. Our print partner adds a small code strip in the bottom-left margin of every page, and black-and-white letters print in grayscale. Check the name and balance, and that no other customer's page slipped in.
4. Add the next one. Select Add to Cart to send several together and repeat steps 1–3 for each customer. You pay for up to ten together with Send & Pay; fill another Cart for the rest. For one statement, select Continue to payment.
5. Pay by card. Printed the next business day.

• Price is by page count. A one-page statement in black and white is $2.05, all in: printing, envelope, address page, First-Class postage and the processing fee. Longer ones: what each page count costs.
• Long statements. A statement of six or more pages printed on one side, plus the address page, travels flat in a Large envelope, which costs more; the charge is in your total before you pay. Double-sided printing keeps more pages in the standard envelope.
• Upload and pay in one sitting. Pay within six days of uploading, or you'll need to upload the file again.
• Return envelopes and perforated stubs aren't available yet. Print your remit-to address and a pay link on the statement instead.
• One balance, not a list of invoices? Bulk Send fills each customer's figures from a spreadsheet into one template, up to 100 customers per batch; there's a template below. It can't attach each customer's own statement.

A month-end routine for the customers who want paper#

1. Decide which date matters. The statement date is the "as of" date printed on it. If arrival matters more, plan back from that day.
2. Allow for the mail. USPS estimates 1–5 days for First-Class delivery (how long First-Class Mail takes). Add a printing day if a service prints it. A statement dated the last day of the month and mailed on the 1st should arrive, by USPS's estimate, between the 2nd and the 6th.
3. Use one statement date for email and paper. Email goes as a batch: Save and send in QuickBooks Online, Email in Xero. Paper goes one PDF per customer.
4. Away on the 1st? None of the three tools mails statements on a schedule, and the upload route above can't schedule a send yet. Run them before you leave, dated that day, or when you're back.

What a mailed statement should show#

What a mailed invoice needs on the page has the full list. On a mailed statement, four things matter most, because your customer can't click anything:

• A remit-to address, labeled for checks, if it differs from your return address.
• The account or invoice numbers you want written on the check.
• A due date written as a date, if you set one.
• A pay link written out as a short web address.

What you can add depends on the tool. For a note on a QuickBooks Online statement, Intuit's help suggests a printer workaround (opens in new tab): print the note at the bottom of a page, then print the statement onto that page. Uploading instead? Add a one-page note to the same PDF; on a Mac, Preview combines PDFs (opens in new tab). In QuickBooks Desktop, edit the statement template with the Layout Designer. In Xero, check that the branding theme you print with shows your payment details.

A statement of account template for a mail merge#

This fits a statement that's one balance, not a list of invoices: membership dues, a quarterly summary, or balances kept in a spreadsheet. Each word in double braces, such as {{balance_due}}, is a spreadsheet column that changes for each customer; in Word's mail merge, insert a merge field of the same name. Write the words in square brackets once. Type amounts as they should print, such as $1,240.00, and join the short lines after you paste.

[Business name]
[Phone or email for billing questions]

Statement of account
Statement date: {{statement_date}}
Account: {{account_number}}

Dear {{salutation_name}}:

Here is your account as of {{statement_date}}.

Balance on {{previous_statement_date}}:
{{previous_balance}}
Payments received: {{payments_received}}
New charges: {{new_charges}}
Balance due: {{balance_due}}

Please pay {{balance_due}} by {{due_date}}.

Pay online: {{pay_url}}
Or mail a check payable to [Business name] to:
[Remit-to address, where checks go]
Please write account {{account_number}} on the check.

If you have already paid, thank you, and please
ignore this statement. Questions about a charge?
Call or email us at [phone or email].

A merge template fills in totals; it can't list each customer's invoices, so an itemized statement goes one PDF per customer. This is structure, not accounting advice. For the spreadsheet side, see how templates and mail merge work.

The record to keep for each statement#

Keep the PDF exactly as you mailed it, with a note of the date and the address. Don't count on reprinting it later: QuickBooks Online statements "automatically update to reflect changes made to the underlying transactions" (opens in new tab), so a reprint can differ from what your customer received.

Your accounting software isn't a mailing record either. Asked how to tell whether a QuickBooks Online statement was sent, the QuickBooks Team pointed to the Audit Log (opens in new tab), not to a status on the statement. None of the three tools can record that a statement was mailed, because none of them mails it.

For invoices, also mark each one as sent, so its status in your software matches what you mailed.

When your statement run outgrows a per-letter service#

Saving one PDF per customer takes the same few clicks for each customer, and a Cart pays for ten at a time, so 40 statements means 40 saves, 40 uploads and four Carts.

Statement printing houses work the other way round: they typically take one file from your billing system, print each customer's statement from it, quote by volume and are built for thousands of statements a month. Our guide compares small runs and statement houses.

Questions about mailing customer statements#

Will my statement fit a window envelope?#

In QuickBooks Online, there's no setting for it. The QuickBooks Team's workaround is setting the paper size to Envelope #10; the user who asked replied that the statement then prints "so incredibly small that you need a magnifying glass to read it." In QuickBooks Desktop, move the address in the template; in Xero, test one first. Through the upload route above, it doesn't need to fit.

Can I send a statement and its invoices in the same envelope?#

Yes, if they're one PDF: one file is one envelope. Put the statement first. On a Mac, Preview combines PDFs; on Windows, you'll need a PDF editor. Stamping it yourself? A thicker envelope can need more postage: one stamp covers about four sheets.

Does Xero send statements by mail?#

No. Xero emails statements or prints them to PDF. Its Print button makes one PDF for every customer you tick, so for mailing, print each customer's statement on its own.

Do statements have to go First-Class?#

Yes. Where the official guidance lives: USPS Domestic Mail Manual 233.2.2 (opens in new tab) — bills and statements of account must be mailed as First-Class Mail, Priority Mail or Priority Mail Express (checked October 14, 2026).

What if a mailed statement comes back?#

Fix the address in your accounting software first, so next month's run is right, then mail it again. If a few weeks have passed, run a fresh statement so the balance is current.