Summary

A statement is a collection of a customer's unpaid and overdue invoices, used to collect money owed to you. Automated statements are ideal for accounts with multiple service locations or multiple services each month, where the customer would rather receive one statement per month listing each service date, location, description, and cost. On this page, you can automate statements per customer and set the global options that control how every statement looks and reads.

Key Points

Automate statements to send to customers on a specific day of the month
Generate statements from a customer's Billing page
Generate statements in bulk from Sales → Statements
Set global print and email options that apply to all statements

How to Get to Statements

From the top of the Navigation bar, click Settings (gear icon)

Under the heading Company Setup, click Statements

How to Set up Statements Settings

Note: These settings apply to every statement you generate.

Printed PDF Display Options

Display PO # — show the purchase order number on printed statements
Display Line Item Details — show the individual line items for each invoice

Email template — used whenever a statement is emailed:

Subject — the subject line of the statement email
Email Template — the body of the message
Placeholders — click to insert a place that fills in automatically for each customer

Note: to insert placeholders into the subject line, you must copy and paste the placeholder, NOT click

Click the green Save button in the upper right corner to Save your progress and apply these settings to your statements

How to Generate a Statement for One Customer

From the top of the Navigation menu, click Customers

Click the customer's name that you want to create a statement for

Click Create a new... in the upper right corner of your screen

From the drop-down menu, select Statement

From this pop-up, select the invoices you would like to include in the statement by checking the box next to the invoice number

If you would like to Print the Statement click the green Print button in the bottom right corner of the pop-up

If you would like to Email the Statement click the green Email button in the bottom right corner of the pop-up

Review the message that will be sent in the email containing the statement
Once you are happy with the message, click the green Send button in the lower right of the pop-up

How to Generate a Statement for Multiple Customers at Once:

From the top of the Navigation menu, click on Sales

From the dropdown menu, select Statements

In the upper-right corner of your screen, click the dark grey Generate Statements button

Invoice Status — which invoices to pull in: Paid, Unpaid, Overdue, or Bad debt. For a normal statement run, choose Unpaid and Overdue.
Customer Status — limit to certain account types: Active, Inactive, Financial Hold, or Sent to collections. Most runs use Active only.

Billing Term — include only customers on specific terms: Credit Card on File, Net 15, Net 30, or On Completion. Leave all selected to include every term.
Invoice Delivery pref. — filter by how the customer receives invoices: None, E-mail, or Print. Use E-mail for accounts that can be sent automatically, or Print for mail-only accounts.

Minimum Balance — skip small balances by setting a floor (for example, 25.00 to ignore anything under $25).
Has billing email — Any, Yes, or No. Choose Yes for customers you can email; choose No for accounts you'll need to print and mail.
Customer tags — narrow to a specific customer group by tag (for example, Commercial or Net 30).
Include invoices with dates — control the date range: All invoices, Before a date, After a date, or Between two dates. Choosing Before the first of the month is a common way to capture everything billed in the prior period.

Tip: A typical monthly run is Unpaid + Overdue invoices, Active customers, Has billing email: Yes, dated before the 1st of the current month.

How to automate statements for a customer

From the top of the Navigation menu, click Customers and open the customer's account

Click the customer's name that you want to create a statement for

In the upper right corner of your screen, click the dark grey Edit button

Scroll to Auto Invoicing & Statements Options

In the Automation Type Field, select Generate Statement from the dropdown menu

Select the day of the month to send the Statement from the dropdown menu

Choose Unpaid & Overdue or Overdue only

Select Email Statements automatically to all invoice recipients

Important note: If the account has no email address or is set up not to receive invoices, a statement is still generated — it just won't be emailed. Once these begin to accumulate, go to Sales → Statements, filter Emailed → No, and bulk print from there.

Each statement shows how overdue the invoices are, tallying the 30, 60, 90, and 90+ day totals in the bottom-right corner.

Check whether a statement was emailed

You can confirm delivery in three ways:

From the top of the Navigation Menu, click Reports
- Scroll to the heading Operations, click on Emails
- Look for emails with the Type - Statement, Subject - matches the subject line that you created in your statement settings
- If the message was Delivered or Sent, you will see this underneath the Status column

2. From the top of the Navigation menu, click on Sales

From the dropdown menu, select Statements

Check the Emailed Date column — if the statement was sent, this row will have a checkmark and a date next to it, if not, the column will say No

From the top of the Navigation menu, click Customers and open the customer's account

Click the customer's name that you want to create a statement for

Click the Statements tab, Thencheck the Emailed Date column. If the Emailed Date Column shows a checkmark and a date, it was emailed, if it says No, it was not sucessfully sent.