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Email Statement to Brokers/Primary Contacts for Related Contacts Invoices

Updated
The Goal: Send a grouped statement to a primary contact or broker so they can review and pay invoices on behalf of their related contacts.

Before You Begin:

  • This workflow is for Real Estate organizations that bill agents individually but deliver one grouped statement to the broker or primary contact of the office those agents are related to.
  • The primary contact / broker must have Full Control access to Organization Billing Info. See the Info Hub Access Levels FAQ for instructions on reviewing and editing contact access levels.
  • Go to Finance, Administrative section, click Billing Settings and select General Billing Settings. Confirm that Show Related Contact Invoices by default on the payment screen in the Info Hub is NOT enabled.
  • On the same General Billing Settings page, set Statement Setting to Related Contact Financial. Choose whether to display related contacts in a summary view (a total per invoice) or as the line items that make up that total.
  • (Optional) Review and edit the Statement with Children template to meet your business needs.
  • (Optional) Create an email template for sending statements.

Step-by-Step Instructions

  1. Go to Finance, Billing section, click All Sales/Invoices.
    All Sales/Invoices page under Finance > Billing, with the arrow beside NEW INVOICE open and Email Grouped Statements boxed
  2. From the arrow beside New Invoice, select Email Grouped Statements.
    NEW INVOICE drop-down expanded on the All Sales/Invoices page with Email Grouped Statements highlighted
  3. Select the desired File Format from the drop-down list. This is the format used when the statement link is clicked in the email.
    Email Grouped Statements window showing File Format, Document Generation Template, From, Cover Letter Template and Subject, with the Related Contacts check-box boxed.
  4. Select the Document Generation Template you want to use. Use the Statement with Children template, or your edited version of it.
  5. Select a From address from the list.
  6. Select the template for the body of the email from the Cover Letter Template drop-down list.
  7. Enter a Subject and type your message if you have not selected a template.
  8. Confirm that Related Contacts is enabled.
  9. (Optional) Add additional filtering options as needed. These let you filter out specific invoices:
    • Type: Specify whether to include only open invoices or all invoices.
    • Due Date Range: Specify the due date range for the invoices to be included on the statement.
    • Product Type: Filter invoices to a specific product type.
    • Goods/Service: Filter invoices to a specific goods/service.
    • Linked Membership Status: Filter invoices by membership status — for example, a broker may only want to pay for active agents.
  10. Click Apply Filter(s) to Results.
  11. Select the business(es) / office(s) for which you want to generate statements.
  12. Click Done. The statement is delivered.

Common Pitfalls

  • Show Related Contact Invoices enabled: If this setting is enabled on the General Billing Settings page, grouped statements will not work as expected. Make sure the option is disabled before you proceed.
  • Wrong statement template selected: Be sure to select the Statement with Children template, or a customized version of it — a standard statement template will not include related contact invoices.
  • Forgetting the per-contact route: Statements can also be sent from an individual contact’s Billing tab by clicking the small actions button, which is often faster when you only need one broker’s statement.

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