Customer balance confirmation template

What a balance confirmation is for

A customer balance confirmation (نموذج مطابقة رصيد عميل) is a short letter that states what a customer owes in your books on a given date, usually the last day of the financial year, and asks them to confirm it or say why they disagree. It catches errors in both ledgers before the accounts are closed: an invoice the customer never received, a payment you have not matched, a credit note one side forgot.

Auditors use the same letter. Under International Standard on Auditing 505, adopted in the Kingdom by SOCPA, an external confirmation is evidence of a receivable's existence, and the auditor may send the letters themselves and ask for the replies to come straight back to them.

• Your company's name, address and VAT number, and the letter's number and date.
• The customer's name, address and VAT number.
• The date the balance is stated at, and the balance itself.
• The open invoices that make up the balance: date, number, due date and amount.
• Two statements for the customer to choose from: the balance is correct, or it is not and theirs is different.
• The customer's authorised signature, stamp and date.

The sample

Three open invoices at 31 December 2026, each with 15 percent VAT, make up a balance of 16,100.00. The total of the table and the balance in the letter must be the same figure; if a customer has unapplied payments or credit notes, they appear as negative lines so the table still adds up to the balance.

When the customer disagrees

A difference is rarely a dispute. Most are timing: a transfer the customer sent on 30 December that reached your bank on 2 January, an invoice they received after their own cut-off, a credit note issued but not yet booked. Ask for the customer's list of differences, match each to a document, and post what is genuinely missing. What remains is the real disagreement, and it is usually one invoice.