Automated Statement of Account help you send monthly reminders to customers with outstanding balances — without any manual work. Once configured, the system will automatically generate and email statements based on your preferred schedule and settings.
Configure Your Automated Monthly Statement Settings
Navigate to Control Panel > Company Setting > QuickShare Statement > Automated Statement Settings.
Toggle on the 'Send Monthly Statement' option to activate monthly automated statements sent to customers via email. Automated statements will only be sent to customers who:
Have outstanding transactions; and
Have a valid email address recorded in their contact profile.
Send Day:
Select the day of the month when the statement will be sent.
The system will automatically send the statement email in the morning on the selected day each month.
Period From:
Choose the start date of the statement period.
You can set it to any specific date, such as the first day of the month, or simply select the predefined options like Start of Year or Start of Previous Year.
Period To:
Set the end date of the statement period.
End of Month (usual): the last day of the previous month.
Specific Cut-Off Day: any day of the month (e.g., 15th, 25th); the statement always uses the last completed cycle. Example: If set to 25th and sent on 25 March 2026, the Period To will be 25 February 2026.
Show Outstanding Only: Toggle on to include only outstanding transactions (unpaid or partially paid) in the automated statement.
CC Emails: Add email addresses that should receive a copy of all automated statements. Separate multiple emails with commas.
Further, you can also configure the default email settings used when sending automated Statements of Account.
These settings apply to both manual QuickShare via email and automated monthly statement sending, except for the CC Emails.
CC Emails in this section are used only when sending statements manually via QuickShare, while CC recipients for automated monthly statements must be set according to step 1(f) above.
CC Emails: CC Emails here apply only to manual QuickShare via email.
Separate multiple emails with commas.
Reply-To Email: The email address customers / suppliers can reply to when receiving a Statement of Account email.
Email Subject: Customize the subject line of the statement email.
Email Message: Customize the body of the email — this is the personal message shown to the customer.
Show Unbilled Interest: Toggle ON to include a table of unbilled interest charges on the statement.
Once all settings are configured, click Save.
Example Scenario
Here are a few sample configurations to help you understand how the statement period is generated. For these examples, assume the statements are automatically sent on 15th March 2026.
Send Day | Period From | Period To | Statement Period Generated |
15th | Start of Year | 14th | 01 Jan 2026 - 14 Mar 2026 |
15th | Start of Previous Year | 16th | 01 Jan 2025 - 16 Feb 2026 |
15th | 16th | 15th | 16 Jan 2026 - 15 Feb 2026 |
15th | 1st | End of Month | 01 Feb 2026 - 28 Feb 2026 |
How the System Determines the Statement Period
Latest Completed Cycle:
The system always generates statements based on the most recently completed cycle before the send date. Ongoing or partial cycles are not included.Period From / Period To Settings:
The Period From date determines the start of the cycle.
The Period To date determines the end of the cycle.
Even if the Period To is set to a day within the current month, the system will use the last completed cycle.
Example Explained (15 March 2026 send):
For a mid-month cycle (16th – 15th), the current cycle is 16 Feb – 15 Mar.
Since 15 March is the send day and this cycle is still in progress, it is not included.
The statement therefore covers 16 Jan – 15 Feb, the last fully completed cycle.
Simple Rule for Users
Statements always use the last completed cycle before the send date.
The current ongoing cycle is never included, even if the send day falls within it.
This ensures statements always include only completed transactions, avoiding partial data.
Additional Example – 1st of the Month
Send Day: 1st
Period From: 1st
Period To: End of the month
Statement Period Generated (on 1st March 2026): 01 Feb 2026 – 28 Feb 2026
Notes: March is not included because the cycle is still in progress. Only fully completed transactions are included.
Manage Automated Statements for Each Contact
You can enable or disable automated statements for each customer.
Simply go to Contacts, click View on the customer, and scroll to the Communication section. The “Monthly Statement” option is turned ON by default, and you can switch it OFF if you prefer that the customer does not receive automated statements.
Do note that a customer will only receive automated statements when both settings are enabled:
✔ the company-wide Automated Statement Settings at Control Panel > Company Setting > QuickShare Statement, and
✔ the customer’s own Monthly Statement setting under their contact profile.
Automated Monthly Statement Notifications, Contact View & Email Tracking
Automated Monthly Statement Notifications
Bukku provides system notifications summarising the results of automated monthly statement sending. Click the notification icon to view the summary.
The notification displays:
Statement Sent: Shows which contact’s statement was sent and to which email address.
Statement Not Sent: Shows contacts whose statements were skipped. A contact appears under “Not Sent” if they have outstanding transactions but no valid email address in their contact profile, preventing the system from delivering the statement.
Contact View
Your contact will receive an email containing the automated Statement of Account.
When the contact opens the email, they will see the message contents along with a View Statement button.
Email Tracking
After a statement is auto-sent, you can monitor its status from the Email Tracker in the Contacts module. The tracker follows a simple flow:
Sent – Email successfully delivered (with Sent Date & Time).
Email Opened – When the contact opens the email (Opened Date & Time recorded).
Viewed – When the contact views the Statement of Account or linked transactions (Viewed Date & Time recorded).
Clicking the tracker icon shows the email details such as recipient, message, status, and timestamps—all in one place.
Frequently Asked Questions (FAQ)
1. Who will receive automated statements?
Automated statements are only sent to customers who:
Have outstanding transactions (unpaid or partially paid), and
Have a valid email address in their contact profile.
2. Can I control which customers receive automated statements?
Yes. Go to Contacts > View Contact > Communication section. The “Monthly Statement” option is ON by default. Turn it OFF if you do not want that customer to receive automated statements.
Note: Customers will only receive statements if both the company-wide Automated Statement Settings at Control Panel > Company Setting > QuickShare Statement and the customer-specific Monthly Statement setting under their contact profile are enabled.
