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:
- The primary contact/broker must have Full Control access to Organization Billing Info. See Info Hub Access Levels FAQ for instructions on reviewing and editing contact access levels.
- Go to the Finance, Billing section, click Settings, and select General Billing Settings. In General Billing Settings, Show Related Contact Invoices must NOT be enabled by default on the payment screen in the Info Hub.
- Go to the Finance, Billing section, click Settings, and select General Billing Settings. In General Billing Settings, set Statement Setting to Related Contact Financial. Choose to display related contacts in a summary view (total per invoice) or 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.
Deliver Grouped Statements to Brokers/Primary Contacts
- Go to Finance, Billing section, click All Sales/Invoices.
- From the Actions button, select Email Grouped Statements.
- Select the desired File Format from the drop-down list. When the statement link is clicked in the email, this format will be used.
- Select the Statement template you wish to use. The Statement with Children template, or your edited version of it, should be used.
- Select a From address from the list.
- Select the template for the body of the email from the Cover Letter Template drop-down list.
- Enter a Subject and type your message if you have not selected a template.
- Confirm that Add related contact's invoice to parent is enabled.
- (Optional) Add additional filtering options as needed. These allow you to filter out specific invoices:
- Type: Specify whether to include only open invoices or all invoices.
- Due Date Range: Specify the due date range for 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 wish to pay for active agents).
- Click Apply Filter(s) to Results.
- Select the business(es)/office(s) for which you wish to generate statements.
- Click Done. The statement will now be delivered.
NOTE: Statements may also be sent from a contact's Billing tab by clicking the small actions button.
Common Pitfalls
- Show Related Contact Invoices enabled: If this Finance Setting is enabled, grouped statements will not work as expected. Ensure this option is disabled before proceeding.
- 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.