Create statements to show your customers their account status. The statement lists all transactions and the total billed for a specific date range. It also shows the amount paid and the remaining balance at the end of the period.

To choose the statement type

• Go to Settings, then click Statement Settings
• In the Customer Statement Type field, select one of the following:
  • Outstanding items only – Select this option if you want your customer statements to show outstanding transactions
  • All Activity – Select this option if you want your customer statements to show all transactions
• Click Save

Creating a batch of statements

On the Customers page, you can use the Statement Run feature to generate a batch of customer statements.

By default, we send batch statements by post (PDF Generated) for all customers. Change this setting for each customer on the Options tab of their contact record. Edit the contact and address on their statements there too.

To generate a statement run:

1. Go to Contacts, and then click Customers.
2. Click Statement Run.
3. Enter the minimum outstanding amount required to produce a statement in the Outstanding amount over field.
4. In the Produce statement as of field, enter the date you want to run the statements for.

 NOTE: Invoices paid after this date will appear on customer statements.

1. Click Next. The overview displays the total owed, statement date, and number of statements to print or email.
2. Generate statements, change statement criteria, or cancel, as follows:
   • Click Generate to generate statements
   • Click Back if you want to change the statement criteria
   • Click Close if you want to cancel without generating statements

Viewing a customer statement

1. Go to Contacts and then Customers.
2. Click the customer.
3. On the Manage menu, click Statements.
4. In the To field, enter the end date. The transactions entered by the end date appear.

Managing the customer’s statement

Email the statement to your customers or save it as a PDF or CSV file. Set up monthly statements to email automatically to your customers on the day you choose. Follow the steps above, then check out the following sections.

 CAUTION: The statement shows the main address by default. Email the statement to the main contact's email address. Change the default address and contact to use a different one. 

To email a statement

• On the Manage Statement menu, click Email
• Enter the following information:
  • To: Enter other email addresses separated by a semicolon
  • Cc: Optionally, enter another person's email address to send them a copy of the email and PDF

• • Copy to me: To send a copy of the email and invoice to your email address
  • Message: Enter a message for the customer. To view the statement you’re about to send, click the statement link above the message
• Click Send

Printing a statement

To save the statement as a PDF file, on the Manage Statement menu, click Print.

The PDF opens in a new window or tab, and you can print it or save it from your browser's file menu or toolbar.

Exporting a statement to a CSV file

You can save the statement as a CSV file, which you can then open with Microsoft Excel. On the Manage Statement menu, click Export to CSV file.

Your browser either downloads the file automatically to your Downloads folder or prompts you to open or save it. To save the file, browse to the desired location and click Save. Open the file with Excel.

Editing the default statement address and contact

The first time you send a statement, the main customer address appears on the statement. If you email the statement, it includes the email address for the main contact. You can change these default values.

 NOTE: If you need to add a new address or contact, you can edit the contact record. 

To select a different default contact or address.

• On the Manage Statement menu, click Statement Addresses/Contacts
• Do one of the following:
  • To change the default contact, select the desired contact from the Statement Email menu.
  • Select the desired address from the Statement Address menu to change the customer address on the statement.
• Click Save

Use the selected address and contact email the next time you produce the statement PDF or email it to your customer.

Sending monthly statements

You can automatically send monthly statements to your customers.

1. On the Manage Statement menu, select Schedule Monthly Statements.
2. Enter the following information:

• • Enable Monthly Statement: Select this check box to send monthly statements to the customer
  • To: Enter other email addresses separated by a semicolon
  • Cc: Optionally, enter another person's email address to send them a copy of the email and PDF
  • Subject: This displays a default subject line, though you can edit the text after you select Enable Monthly Statement
  • Message: Enter a message to send to the customer
  • Email statements monthly on day: For example, entering day 10 includes transactions from the 10th of the previous month to the 9th of the current month

• Exclude zero balances. If you don’t want to include transactions that have a zero balance, select this check box.

3. Click Save.

Email monthly statements to your customer on the specified day. Stop them by going to:

• Manage Statement menu
• Schedule Monthly Statements
• Uncheck Enable Monthly Statement
• Click Save