Why Corporate Clients Are Different
Walk-in customers pay per visit. Corporate clients — fleet companies, car rental operators, government agencies, and businesses with company vehicles — work differently. They send multiple vehicles every month and expect a single consolidated statement at the end of the month rather than paying invoice by invoice.
If your workshop serves even one or two corporate clients, you need a proper monthly billing workflow. Without it, you are chasing payments across dozens of individual invoices, and your clients are frustrated by the lack of a clear summary.
What Is a Monthly Statement?
A monthly statement is a document sent to a corporate client summarising all invoices raised in a given month. It shows:
- Each invoice number, date, and job description
- The amount for each invoice
- Which invoices have been paid and which are outstanding
- A total balance due for the period
There are two types your clients may request:
- Summary Statement — A single-page overview with invoice list and totals. Good for most clients.
- Comprehensive Statement — Full line items (parts, labour, services) for every invoice, spanning multiple pages. Required by government agencies and large corporations for their internal audit trails.
How to Set Up a Corporate Billing Workflow
Step 1: Register Corporate Clients Properly
When a company sends vehicles to your workshop, set them up as a Corporate customer in your system with the company name, contact person, billing email, and company address. This ensures every invoice is raised under the correct entity and grouped correctly in statements.
Step 2: Create Job Cards and Invoices as Normal
Serve each vehicle as you normally would — job card, parts, labour, sign-off. Generate the invoice. The difference is that you do not chase payment invoice by invoice. You let them accumulate through the month.
Step 3: Generate the Monthly Statement
At the end of each month (or your agreed billing cycle), generate a statement for the client covering all invoices from that period. Send the Summary PDF for a clean one-page overview, or the Comprehensive PDF if they need full line-item detail.
With BengkelDay, go to Reports → Customer Statement, select the company, choose the month, and download either PDF in seconds.
Step 4: Send and Follow Up
Email the statement to the client's accounts payable department. Include your bank details and payment reference. Most corporate clients have 30-day payment terms — follow up on day 25 if payment has not arrived.
What to Include in Your Statement
A professional statement should always include:
- Your workshop name, registration number, address, and contact details
- Client company name and billing address
- Statement period (e.g. April 2026)
- Invoice list with dates, amounts, and payment status
- Total invoiced, total paid, and balance outstanding
- Your bank account details for payment
- Generation date and "computer-generated document" notice
Common Mistakes to Avoid
- Mixing personal and corporate invoices — Always ensure the invoice is raised under the company name, not the driver's personal name.
- Inconsistent billing cycles — Agree on a billing date (e.g. last day of month) and stick to it. Inconsistency delays payment.
- No follow-up process — Corporate accounts payable teams receive hundreds of invoices. A polite follow-up email on day 25 is normal and expected.
- Sending individual PDFs instead of a statement — Sending 12 separate invoice PDFs to a corporate client is unprofessional. One statement PDF is the standard.
Generate Statements in BengkelDay
BengkelDay now supports monthly customer statements directly from the Reports module. Select a customer, choose the month and year, preview all invoices for that period, and download either a Summary PDF or a Comprehensive PDF with full line items.
The statement is secured to your workshop's customers only — you cannot access another workshop's data. Both PDFs include your workshop branding, the client's billing details, invoice breakdown, and outstanding balance.
Start your free 14-day trial and try the Customer Statement feature today.