Every account starts with the standard Kolleno statement layout. If it does not match what your customers expect, we can build you your own, for the Transactions Statement, the Open Items Statement, or both.
You do not build or maintain anything. The quickest route is to send us the layout you want as a PDF or an HTML file and we will reproduce it. You then approve a sample built from your own data, and we activate it.
Send us a design and we will reproduce it
You do not need to describe your layout in words. If you already have the statement you want, send the file itself:
A PDF. Usually a statement your customers already receive from your accounting system or a previous provider. We match the structure, wording, spacing and column order from it.
An HTML file. If your team or your designer has already built the layout, send the HTML and we will adapt it. Keep it to plain HTML and CSS with tables for layout, as that is what converts cleanly to PDF.
A screenshot or a mock-up, if that is all you have.
Send your logo as a separate PNG or JPG, since logos rarely extract cleanly from a PDF. We will review the design and tell you upfront if any part of it cannot be reproduced faithfully, before we start.
What you can change
Branding. Logo, header block (address, VAT and registration numbers, remit-to bank details), footer (payment terms, remittance instructions, page numbers), page size, margins, fonts and colors.
Columns. Which ones appear, in what order, and what each one is called, in any language.
Summary and aging blocks. Opening and closing balance, invoiced, paid, credited and refunded, plus the aging buckets. Show, hide, merge or rename any of them.
Linked accounts. One combined table, separate sections per entity with sub-totals, or an entity column on every row.
Fields from your accounting system. PO number, sales order, salesperson, department, cost center, project code and similar, where your ERP sends them. Ask us and we will check your live data before confirming.
Dates follow the format already set in your reporting settings, so statements match your reports automatically.
A quicker option. If you only want the four Open Items column headings renamed, that is a setting rather than a custom layout. Just send us the labels you want.
What we cannot change
Excel keeps the standard layout. Custom layouts apply to PDFs only.
One layout per statement type, for the whole company. It cannot vary by customer, currency or language.
Web-style design effects. Clean, table-based layouts render perfectly. Overlapping layers, animation, JavaScript and anything interactive do not, so a design taken straight from a web page may need simplifying.
Figures that do not exist in Kolleno or your ERP, such as a bespoke score or a forecast. That is a separate piece of work.
NetSuite-sourced statements. If your account uses NetSuite as the statement source, the layout can be changed in NetSuite. See Open Items Statement for NetSuite.
What to send us
Which statement type: Transactions, Open Items, or both.
Your design: a PDF, an HTML file, or a screenshot of the layout you want.
Your logo as a PNG or JPG.
Anything the design does not make obvious: exact column labels, header and footer wording, or which summary and aging blocks you want.
Any extra fields from your accounting system, named as your ERP names them.
Two or three customers to preview against: ideally one with a long history, one with foreign-currency invoices, and one with linked accounts.
What happens next
We confirm everything is feasible before we start, build the layout, then send you a sample PDF generated from your own real data. Changes at that stage are quick, so this is the moment to be picky about wording, spacing and column widths.
Once you are happy, we activate it. Every statement produced from that point uses your layout: portal downloads, manual sends and workflow attachments alike.
Good to know
Statements you have already sent do not change. They are generated at the moment they are sent.
If a custom layout ever fails to render, Kolleno falls back to the standard layout and alerts our team, so a chase is never blocked by a layout problem.
You can switch back to the standard layout at any time, and switch back to your custom one later without rebuilding it.
The two statement types are independent, so you can customize one and leave the other as it is.
Your customers can still download Excel wherever it is offered today.