"So where does this number come from?" Now you can answer that in seconds. 🙌 Every total your Statement can end on explains itself, and each one points you to its match on the Payments page, in Gather Analytics or on the Payer Invoice.

We'll walk through every total with the Whitaker family's Statement. Bookkeepers, this one's for you!

💡 Helpful Tip: Every definition below is built right into Gather. 😉 In Edit how the Statement is displayed (and Print Receipt > Statement), hover over or tap the ? beside Outside Charges, Actual Payments, Expected Payments or any closing total. For Total Convenience Fees, hover over Show separate line for Convenience Fees.

🧮 What totals can my Statement show?

Here's the foot of Harold Whitaker's Statement with every total turned on. It reads top to bottom like a good receipt: what's owed, what's been paid, and what's left.

1️⃣ STATEMENT TOTAL: the Statement itself. It always prints.

2️⃣ Total Outside Charges: anything added outside the Statement.

3️⃣ Total Actual Payments: money received.

4️⃣ Total Convenience Fees: prints when the case has fees (not pictured; the Whitaker case has none).

5️⃣ Total Expected Payments: money still on its way.

6️⃣ Balance Owed: what's owed today.

7️⃣ Balance Owed After Expected Payments: what's left once the expected payments arrive.

You choose which ones print in Edit how the Statement is displayed. Here's how: Showing Families Exactly What's Owed with Customizable Statements.

📖 What does each total mean?

Each one in plain English (they print in capitals on the page).

1️⃣ STATEMENT TOTAL

What it is: the Statement's total value, taxes and discounts included.
How it's worked out: the section totals, plus or minus any Statement-level adjustments (discounts, allowances, premiums), plus tax. No outside charges or convenience fees.
Ties to: Statement Total in Gather Analytics.

2️⃣ Total Outside Charges

What it is: charges added on the Payments page that aren't on the signed Statement, like extra death certificates. They're owed on top of STATEMENT TOTAL.
How it's worked out: the sum of the outside charge lines printed.
Ties to: with STATEMENT TOTAL and Total Convenience Fees, it adds up to Total on the Payments page and Case Value Total in Gather Analytics.

3️⃣ Total Actual Payments

What it is: payments received and settled, at the amount each payer handed over.
How it's worked out: the sum of the payment lines, less any refunds.
Ties to: Payments on the Payments page, Case Value Collected in Gather Analytics and Total Payments on the family's Payer Invoice (with the separate fee line on).

4️⃣ Total Convenience Fees

What it is: fees charged on payments, which the family pays. It prints when there are fees and Show separate line for Convenience Fees is ticked.
How it's worked out: the sum of the fee lines.
Ties to: part of Total on the Payments page and Case Value Total in Gather Analytics.

5️⃣ Total Expected Payments

What it is: payments set up but not received yet, like an insurance policy that hasn't paid out. It prints lighter, since that money isn't in hand.
How it's worked out: the sum of the expected lines after the fee each will carry, so it's exactly what will come off the balance.
Ties to: Total Expected Payments on the family's Payer Invoice (when all expected payments print).

6️⃣ Balance Owed (or Credit Balance)

What it is: what's owed on the case today. Paid more than is owed? It reads Credit Balance.
How it's worked out: STATEMENT TOTAL + Total Outside Charges + Total Convenience Fees − Total Actual Payments.
Ties to: Outstanding and Actual Balance Owed on the Payments page, and Case Value Outstanding in Gather Analytics.

7️⃣ Balance Owed After Expected Payments (or Credit After Expected Payments)

What it is: what's left once every expected payment on the page arrives. It prints only while a payment is expected.
How it's worked out: Balance Owed − Total Expected Payments.
Ties to: Expected Balance Owed on the Payments page and "Remaining balance after all expected payments" on the family's Payer Invoice (when all expected payments print).

➖ NOTE: Payments print as negatives (-$5,500.00) because they come off the balance. A refund prints as a positive line and counts against the payments.

🔗 How do the totals tie out?

Same number, different name. Here's your cheat sheet. 📋

On your Statement	Payments page	Gather Analytics	Family's Payer Invoice
STATEMENT TOTAL	—	Statement Total	—
STATEMENT TOTAL + Total Outside Charges + Total Convenience Fees	Total	Case Value Total	—
Total Actual Payments (with the separate fee line on)	Payments	Case Value Collected	Total Payments
Total Expected Payments*	—	—	Total Expected Payments
Balance Owed	Outstanding, and Actual Balance Owed	Case Value Outstanding	—
Balance Owed After Expected Payments*	Expected Balance Owed	—	Remaining balance after all expected payments

* When every expected payment on the case is printed.

📄 The family's Payer Invoice is the PDF a family member downloads from their own payer card. When your team clicks View Payer Invoice, the Statement itself opens in Print Receipt, so it uses the first column's labels. More in How Do I Bill an Insurance Company (or Any Payer) with View Payer Invoice?

📊 Reconciling lots of cases at once? The Case Financial Data Source in Gather Analytics has the same Statement Total, Case Value Total, Collected and Outstanding figures for every case.

🧾 How does it add up for a real family?

Let's run Harold Whitaker's numbers. His daughter, Linda Moore, paid $3,000.00 on the card reader. His son, Michael Whitaker, sent check 2417 for $2,500.00, and Prairie Star Life Insurance is expected to pay $8,000.00 on policy PSL-4471902.

🧾 STATEMENT TOTAL: $13,751.20
➕ Total Outside Charges: $214.00 (the $150.00 Memorial Tribute Video and $64.00 of Extra Death Certificates)
➖ Total Actual Payments: $5,500.00 (Linda's $3,000.00 and Michael's $2,500.00)
🟰 BALANCE OWED: $8,465.20
➖ Total Expected Payments: $8,000.00 (Prairie Star's policy, still on its way)
🟰 BALANCE OWED AFTER EXPECTED PAYMENTS: $465.20

Now hop over to the Payments page: Total $13,965.20 − Payments $5,500.00 = Outstanding $8,465.20, with Actual Balance Owed $8,465.20 and Expected Balance Owed $465.20. Same numbers, two places. 🎯

🤔 What about pending payments, refunds and overpayments?

Real life gets messy. The totals stay honest:

⏳ Pending: a payment that's submitted but not settled, like an ACH transfer, counts as Expected until it settles (allow 5-7 days for ACH). More on pending payments.
↩️ Refunds: a refund prints as a positive line under its payment and counts against Total Actual Payments. More on issuing refunds.
💰 Overpaid: Balance Owed reads Credit Balance (and the after-expected line reads Credit After Expected Payments). More on insurance overages.
📦 Outside Charges on Not Shown: they still print as one Total Outside Charges line while Balance Owed is on, so the math adds up. Untick Balance Owed to leave them off.
💳 Separate fee line off: Total Actual Payments shows net of the fees, and Balance Owed is the same either way. Refunding a payment with a fee? Check the net payment amount.
✂️ Rows unticked in Print Receipt > Statement: the totals add up only what's printed, and an amber Important note says so. More in Printing Exactly What Every Payer Needs with Customizable Receipts.

📸 SCREENSHOT: OPTIONAL. The closing totals on a separate Ashford & Lane Funeral Home demo case (not Harold's, so his numbers stay put) where an insurance payment came in higher than what was owed, so the Statement ends on CREDIT BALANCE.

🔵 Blue circle: none.

➡️ Blue arrow: to the CREDIT BALANCE label.

📐 Size: centered, about 400px wide.

🗂️ Source: new capture. Delete this block if the shot is skipped.

🏷️ Alt text: A Statement ending on Credit Balance, with a blue arrow to the label

🙋 Other FAQs

Why doesn't STATEMENT TOTAL include the memorial video?

Charges added outside the Statement, like one from Record a Charge on the Payments page, are counted separately in Total Outside Charges, right below it.

Why doesn't Balance Owed After Expected Payments match Expected Balance Owed on the Payments page?

They match when every expected payment on the case is printed. A Payer Invoice lists only that payer's expected payment, for example, and a Print Receipt Statement can leave some unticked.

Why isn't Balance Owed printing?

Balance Owed follows Actual Payments. In Edit how the Statement is displayed, set Actual Payments to Total or Itemized, then tick Balance Owed. The after-expected line also needs Expected Payments on Total or Itemized and a payment still expected.

My Quick Statement says Outstanding and Actual Balance Owed. Is that different?

Quick Statements use the Payments page's own labels, added up from just the lines you tick.

Why does Gather Analytics call them "Outside Product" lines?

Same charges, different name. The Invoice Line Items Data Source calls outside charges Outside Product lines.

Can families see these definitions?

Nope. The ? definitions live in Edit how the Statement is displayed and Print Receipt, which are just for your team. Families simply get totals that make sense.

Does printing any of this change my books?

Nope. These are printouts, so nothing in your ledger moves. Not even a penny. 🪙

Need More Help? 👋

Chat with our team anytime. Or give us a ring at (208) 908-0488.

Understanding Your Statement's Totals and How They Tie Out

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