Send statements
Month-end for account customers: review AR aging, generate statements for everyone with a balance, and email them in one batch.
Account customers pay from a monthly statement, not from individual invoices. Once a month you review who owes what, then generate and email the whole batch in one pass.
Review, then run the batch
Check the aging first. Open Accounting → AR Aging. It buckets every open balance into Current / 30 / 60 / 90+. Anything drifting into the older columns is a phone call, not just a statement.
Open the batch page. Go to Accounting → Statements. The top strip of cards shows how many customers carry a balance, your total AR, how many you can email, and how many statements are already generated for the period.
Pick the period. The month chips run six months back and default to the current month. Click a prior month to build (or rebuild) statements for it.
Select customers. Everyone with a balance starts selected. Use the header checkbox to select or clear all, or tick individual rows to bill just the accounts you're ready for. The bar shows "N of M selected".
Generate — with or without email. Click Generate All to create the statements only, or Generate & Email to create and send them in the same run. The bar counts progress as it goes ("N generated", plus any that failed), and each row shows Generating…, then Generated or Sent with the date.
Handle a single account. A row's own icons let you generate (or generate-and-email) just that customer without touching the rest. A customer with no email on file shows only the generate icon.
One customer, any time
Use the customer's page. On a customer's detail page, find the Statements panel and click Generate. Pick the Period, optionally tick Send to customer by email, and click Generate — "Statement generated." (or "...and emailed.") confirms it.
Read the history. The panel lists past statements with their open balance, charges, payments, and closing balance, each marked Sent or Not sent.
What happens behind the scenes
- A statement is a summary, not a new charge. It totals the account's opening balance, the period's charges and payments, and the closing balance — it doesn't post anything to your books or change what the customer owes. The money was already booked when each invoice was finalized and each payment recorded.
- Generate & Email creates the document and sends it in one step; Generate All creates the documents and leaves sending to you. Either way, a generated statement is saved and re-openable, and re-running a period replaces that period's statement rather than stacking duplicates.
- Only customers with a balance appear on the batch page — it's driven by outstanding AR, so an account that's paid up drops off the list automatically.
- Every send is logged on the customer's record, and the row's Sent date is your at-a-glance proof the statement went out.
Troubleshooting
The list only includes accounts with an outstanding balance for the period. If they're paid in full, they won't show — that's correct. Confirm the balance on AR Aging or the customer's page.
That customer has no email address on file, so there's nothing to send to — their row offers only the generate icon. Add an email on the customer's record, then re-run, or hand them a printed copy.
The batch runs each customer independently, so one failure doesn't stop the rest. Hover the Failed marker for the reason, fix it (usually a missing email or a period with no activity), and re-run that row from its own icon.
Click the prior month's chip at the top, reselect the accounts, and generate again. Re-running a period replaces that period's statement, so you won't create duplicates.