The Goal: Email statements to contacts to remind them of outstanding payments owed to your association.
Before You Begin:
- Statements can be delivered from the Billing section in Finance, or from an individual contact's Billing tab.
- A statement is a reminder to a contact about their purchases and payments with your association. It provides an overview of all outstanding payments owed.
Email Statements from the Billing Section
- Go to the Finance, Billing section, and click All Sales/Invoices.
- Click the filter icon to filter the list as needed to find the members to whom you wish to deliver statements.
- Click the actions icon next to New Invoice, then click Email Invoices/Statements.
- Select Statement from the Deliver Type drop-down list.
- Select the desired File Format from the drop-down list. A link will be included in the email to access the statement. The file format is the format displayed when the link is clicked.
- (Optional) Select the desired statement template from the Statement Template (Override) drop-down list. This option allows you to override the statement template selected in your general finance settings. If no selection is made, the default will be used.
- Select a From address from the list.
- Select the template for the body of the email from the Template drop-down list.
- Enter a Subject and type your message if you have not selected a template.
- At the bottom of the screen, a list of contacts to whom a statement will be sent is displayed. Click the checkbox for the desired contacts, or click the top-most checkbox to select all contacts in the list.
- Click Send.
Common Pitfalls
- Typo in recipient list: The original article notes "statement will be sent" — double-check your contact list and send settings before clicking Send to avoid delivering to unintended recipients.
- Default template override: If you select a Statement Template (Override), it will replace your system default just for this send — useful for special circumstances, but ensure the right template is chosen.