Statements
The Statements tab generates account summaries for clients with outstanding invoices. Send professional statements to encourage payment and provide clear account overviews.
The Statements page
The main Statements interface provides tools to filter, generate, and send account summaries to clients.
Page header
Generate and send statements to clients with outstanding invoices
This section explains the purpose - creating professional account summaries for payment follow-up.
Statement configuration
Before generating statements, configure the parameters:
Statement Type
Choose what balance information to include:
- Outstanding: Shows only unpaid invoices (default)
- All Activity: Shows all recent invoice activity including paid invoices
Use Outstanding for payment reminders and follow-up.
As at Date
Set the statement cutoff date:
- Defaults to current date
- Click to select a different date using the date picker
- Determines which invoices appear based on their status at that date
- Affects overdue calculations
Common use: Set to end of month for month-end statements.
Filter by
Search for specific clients:
- Type client name, contact name, email, or postal address
- Filters the client list to matching results
- Useful for finding specific clients in large lists
- Leave blank to show all clients with outstanding balances
Update Button
Click Update to refresh the statement list based on current filters:
- Applies date selection
- Applies search filter
- Recalculates outstanding and overdue amounts
- Updates the client list display
Client list
The main table shows clients who meet your filter criteria with their account summary.
Table columns
| Column | Description |
|---|---|
| (checkbox) | Select clients for bulk email action |
| Name | Client business name |
| Primary Contact | Main contact person for the account |
| Contact email address | |
| Outstanding Balance | Total of all unpaid invoices |
| Overdue | Amount past due date |
Row details
Click any client row to expand and see:
- List of individual outstanding invoices
- Invoice numbers, dates, and amounts
- Due dates and days overdue
- Running balance calculation
Selection
Use checkboxes to select multiple clients:
- Select All: Check the header checkbox to select all visible clients
- Individual: Check specific client rows
- Partial selection: Mix and match as needed
Sending statements
Email button
Once clients are selected, the Email button becomes active:
- Select one or more clients using checkboxes
- Button changes from disabled to enabled
- Displays count: “Email 2 statements” (or however many selected)
- Click to send statements
Email content
Statements are sent as professional emails with:
- Statement summary showing total outstanding
- List of individual invoices with details
- Links to view/pay invoices online
- Your configured email template
Email template
Statement emails use the configured template from Emails settings:
- Professional formatting
- Your business branding
- Payment instructions
- Links to outstanding invoices
Statement summary footer
At the bottom of the page, totals are displayed:
- Total Outstanding: Sum of all clients’ outstanding balances
- Total Overdue: Sum of all overdue amounts across clients
Use these figures for business cash flow analysis and forecasting.
When to use statements
Monthly account summaries
Send statements at month-end to all clients with outstanding balances:
- Professional account review
- Reminder of payment obligations
- Shows good financial management practices
Overdue follow-up
Target clients with overdue amounts:
- Filter to show clients with overdue > $0
- Select overdue clients
- Send statements as formal reminder
- Follow up with phone call if needed
Year-end reconciliation
Send statements before financial year end:
- Helps clients reconcile their accounts
- Encourages payment before EOFY
- Supports your own year-end closing
Dispute resolution
When clients question their balance:
- Generate statement showing all invoices
- Detailed breakdown builds trust
- Provides basis for discussion
Best practices
Timing
- Monthly: Regular statements maintain payment momentum
- After 30 days overdue: Formal reminder before escalation
- Before year-end: Encourage settlement before EOFY
- Quarterly: For clients with ongoing accounts
Content
- Ensure email template is professional but firm
- Include clear payment instructions
- Reference your payment terms
- Provide contact information for queries
Targeting
- Don’t send to clients with zero balance
- Focus on clients with significant overdue amounts
- Consider excluding clients with recent payment plans
- Personalize when sending to single clients
Follow-up
- Track which clients receive statements
- Follow up non-responders within 7 days
- Escalate persistent non-payment to collections process
- Document all communication attempts
AU-specific notes
- Tax invoices: Statements reference original tax invoices with GST details
- Payment terms: AU standard Net 30, but your terms apply
- BSB/Account: Ensure payment details are current on statements
- ABN: Your ABN appears on statement header
- Record keeping: Sent statements form part of debt collection evidence
Integration with workflow
Invoices Tab
Statements complement the Invoices tab:
- Invoices shows individual invoice details
- Statements aggregates by client for account overview
- Use both for comprehensive receivables management
Email Templates
Configure statement email templates in Emails:
- Consistent professional messaging
- Automated personalization
- Branded appearance
Payment Terms
Statement content reflects your Payment Terms:
- Due dates calculated from invoice terms
- Overdue status based on term definitions
- Payment instructions per your standard terms
Troubleshooting
Client not appearing in list
- Check client has at least one outstanding invoice
- Verify “As at” date includes recent invoices
- Confirm client isn’t filtered out by search criteria
- Update to refresh the list
Statement shows wrong balance
- Verify invoice statuses are current
- Check payments have been recorded correctly
- Confirm “As at” date captures all relevant invoices
- Review individual invoices for errors
Email button disabled
- Select at least one client using checkbox
- Ensure clients have valid email addresses
- Check statement type is configured
- Click Update to refresh the list
Overdue amount seems incorrect
- Review payment terms on individual invoices
- Check due dates are correctly set
- Verify “As at” date for period accuracy
- Confirm invoice statuses reflect actual state