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Email Statements

Updated
The Goal: Email statements to contacts to remind them of outstanding payments owed to your association.

Before You Begin:

  • Statements can be delivered from Finance, Billing section, or from an individual contact’s Billing tab. The steps below use the Billing section.
  • 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.
  • Emailing statements is one step in your collections process. For how it fits with the rest of that process, see Association Post-Billing Guide.

Step-by-Step Instructions

Email Statements from the Billing Section

  1. Go to Finance, Billing section, click All Sales/Invoices.
  2. Click the filter icon to filter the list as needed to find the members to whom you wish to deliver statements.
  3. Click the actions icon next to New Invoice, then click Email Invoices / Statements.
    Actions icon next to New Invoice expanded on the All Sales/Invoices page with Email Invoices / Statements boxed
  4. Select Statement from the Deliver Type drop-down list.
  5. 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.
  6. (Optional) Select the desired statement template from the Statement Template (Override) drop-down list. This option allows you to override the statement template selected on your General Billing Settings page, at Finance > Administrative > Billing Settings. If no selection is made, the default will be used.
  7. Select a From address from the list.
  8. Select the template for the body of the email from the Template drop-down list.
  9. Enter a Subject and type your message if you have not selected a template.
  10. 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.
  11. Click Send.

Common Pitfalls

  • Sending to unintended recipients: The recipient list at the bottom of the screen reflects whatever filter you applied. Double-check your contact list and send settings before clicking Send.
  • 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.

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