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Send Statements by Email or Print

Updated

What this does: Emails or prints statements so contacts see what they owe: in bulk, for one contact, or grouped for a broker or primary contact.

Applies to: GrowthZone Finance. You need staff access to billing.

Before you start: Check your default statement template and cover letter in General Billing Settings.

Time needed: About 10 minutes.

Good to know:

  • A statement is a reminder of a contact’s purchases and payments, with an overview of everything outstanding.
  • Review the default statement template and cover letter first. The default statement template is set on the General Billing Settings page, at Finance, Administrative section, Billing Settings. See Set Up Invoice Templates.
  • Sending statements is one step in collections. See the Manage Overdue Dues After Billing.

Which option to use

You want to… Go to
Email statements to many contacts Email statements in bulk
Print statements for many contacts Print statements in bulk
Print or download one contact’s statement Send one contact’s statement
Send a broker or primary contact one statement covering their related contacts’ invoices (Real Estate) Grouped statements

Email statements in bulk

  1. Go to Finance, Billing section, click All Sales/Invoices.
  2. Click Filter and filter to the members you want to send statements to.
  3. Click Actions next to New Invoice, then Email Invoices / Statements.
    Actions icon next to New Invoice expanded on the All Sales/Invoices page with Email Invoices / Statements boxed
  4. Set the options:
    • Deliver Type: Statement.
    • File Format: the email contains a link to the statement; this is the format it opens in.
    • Statement Template (Override): optional; replaces the default for this send only.
    • From: the sending address.
    • Template: an email template, or leave blank and enter a Subject and message.
  5. In the list at the bottom, select the contacts, or tick the top check box to select all.
  6. Click Send.

Print statements in bulk

  1. Go to Finance, Billing section, click All Sales/Invoices.
  2. Click Filter and filter to the members you want. The print uses this filtered list.
    All Sales/Invoices page under Finance, Billing section with the filter icon boxed
  3. Click the arrow next to New Invoice and choose Print Statements.
    Arrow next to New Invoice expanded on the filtered All Sales/Invoices page with Print Statements boxed in the drop-down
  4. On Bulk Print Statements, choose the File Format, optional Statement Template (Override) and Cover Letter Template.
  5. Select the statements to print (tick the top check box for all, or search by description). The list shows up to 500; if you have more, select Ignore List Below And Send All.
  6. Click Done to download, then print.

Send one contact’s statement

  1. Open the contact and click the Billing tab.
  2. Click the arrow next to Enter Check/Payment and choose Print Statement (or Email Statement to email it).
    Contact Billing tab with the arrow beside ENTER CHECK/PAYMENT open and Print Statement boxed
  3. On Print contact Statements, choose the Document Generation Template and Cover Letter Template, and select the invoices to include.
    Print contact Statements window with Document Generation Template, Cover Letter Template and the Invoices to Print list boxed
  4. Click Download, then print.

Send grouped statements to brokers and primary contacts

For Real Estate organizations that bill agents individually but send one statement to the broker or primary contact of the office.

Set up first:

  • The broker or primary contact needs Full Control access to Organization Billing Info in the Info Hub.
  • On General Billing Settings, make sure Show Related Contact Invoices by default on the payment screen in the Info Hub is not turned on.
  • On the same page, set Statement Setting to Related Contact Financial, and choose whether related contacts show as one total per invoice or as line items.
  • (Optional) Edit the Statement with Children template, and create an email template for statements.

Then send:

  1. Go to Finance, Billing section, click All Sales/Invoices.
  2. From the arrow beside New Invoice, choose Email Grouped Statements.
    NEW INVOICE drop-down expanded on the All Sales/Invoices page with Email Grouped Statements highlighted

  3. Set the options:

    • File Format: the format the statement link opens in.
    • Document Generation Template: Statement with Children or your edited version. A standard statement template won’t include related contacts’ invoices.
    • From, and a Cover Letter Template or your own Subject and message.
    • Related Contacts: make sure it’s selected.

    Email Grouped Statements window showing File Format, Document Generation Template, From, Cover Letter Template and Subject, with the Related Contacts check-box boxed.

  4. (Optional) Narrow the invoices with Type (open or all), Due Date Range, Product Type, Goods/Service or Linked Membership Status (for example, active agents only), then click Apply Filter(s) to Results.
  5. Select the businesses/offices to send statements to.
  6. Click Done.

NOTE: For a single broker, it can be quicker to send from that contact’s Billing tab using the actions button.

Common pitfalls

  • Wrong people got statements: bulk sends use whatever filter is applied. Check the recipient list before clicking Send or Done.
  • Only 500 printed: select Ignore List Below And Send All.
  • Override template left on: the override applies to that send only, so check it’s the one you meant.
  • Grouped statement missing agents’ invoices: use the Statement with Children template, select Related Contacts, and turn off Show Related Contact Invoices by default.
  • Blank download or no cover letter option: set up the statement template and cover letter before generating statements.

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