Customer statements

Email every customer their statement

1. On Customers, press Statements.
2. Choose the unit, if there are several, and the period's first and last day. Press Show.
3. Read the list: each customer, what they owed at the start and owe at the end, and where theirs would go. Those with a balance and an address are checked; clear any you do not want to send.
4. Press PDF beside one to see exactly what they will get.
5. Press Send…, read who receives one, and press Send.

Then: Each customer gets one email, to the address their invoices go to, with their statement attached as a PDF. Each send is on the record. Nothing is posted to the book. Sending the same statements again the same day sends nothing twice.

At the end of October Grace opens Statements for the Boston office, October 1 to October 31: eleven customers owe something and one has no address. Grace sends ten, and hands Lakeside its PDF at the next meeting.

See one customer's account for a period

1. Choose the period's first and last day, and press Show.
2. Find the customer in the list: what they owed at the start, and what they owe at the end.
3. Press PDF beside them.

Then: The PDF starts with what they owed on the first day, lists every invoice, payment and credit with the balance after each, ends with what they owe, and shows how late it is: not yet due, 1–30, 31–60, 61–90 and over 90 days.

Rather not? From a customer's own page, Statement PDF gives this month so far.

Northfield's office asks what happened on their account over the summer. Grace chooses June 1 to August 31, presses Show, and opens Northfield's PDF: one invoice, two payments, $225.16 still owed, not yet due.

Give a statement to a customer with no email address

1. In the list, a customer with no address says so beside their name, and is not checked.
2. Press PDF beside them, and print it or save it to hand over.
3. To email them from now on, open them on Customers and add where their invoices go.

Then: Nothing is sent to them until they have an address of their own: a statement goes only to the address their invoices go to.

The Walk-in Supper Club pays at the door and has no email address. Grace prints its October statement and leaves it at the front desk for the treasurer.