Paidnice can automatically send your scheduled customer statements to any email address you choose, instead of (or in addition to) the customer's email in Xero or QuickBooks Online.
This is how businesses use Paidnice to send statements by post: by routing the statement PDF to a print-and-mail service, or to an email-enabled office printer. This article walks you through the full setup, including how to configure the override, how to set up a compatible destination, and which mail providers work out of the box in the UK, USA, Canada, Australia, and New Zealand.
What this feature does
Every Statement Policy in Paidnice has a field called Override Destination Email, located under the More Options & Filters tab. When this field is set, Paidnice sends the scheduled statement PDF to the override address, instead of to the customer's email address in your accounting system.
This is useful in three situations:
You want statements sent to a print-and-mail provider so they're printed, enveloped, and posted for you.
You have an email-enabled office printer and want statements printed automatically so your team can stuff and post them.
You want statements routed to a specific internal inbox (e.g.
[email protected]) for review before sending.
The override works even for customers who have no email address on file in Xero or QuickBooks. This is the key reason most businesses use it: customers without email addresses normally get skipped by any statement automation, and the override is what lets you include them.
Step 1: Configure the override on your Statement Policy
Before you start: Decide where you want statements to go. You can skip ahead to the Choosing a destination section below if you haven't picked a provider or set up a printer yet.
Log in to Paidnice and navigate to Policies in the left-hand menu.
Open the Statement Policy you want to configure. If you don't have one yet, click Create Policy and select Statement Policy.
On the Policy Configuration tab, set your schedule (monthly is most common), statement type (Outstanding is the default), template, and any customer filters or tags. These work exactly as they do on any other Statement Policy.
Click the More Options & Filters tab.
Under Available Options, select Override Destination Email from the dropdown. A new field will appear.
Enter the destination email address in the Override Destination Email field. This is the address your statements will be delivered to.
Click Save.
From the next scheduled run, Paidnice will generate your statements and email them to the override address instead of to individual customers. Each statement PDF is attached to a separate email, one per customer, with the customer's name and invoice details in the subject.
Running multiple policies in parallel
A common setup is to run two Statement Policies side by side:
Policy A: Sends statements by email to customers who have email addresses in your accounting system. No override.
Policy B: Sends statements by post. Filtered to a customer tag like
post-onlyorno-email, with the Override Destination Email set to a print-and-mail provider or office printer.
To set this up, tag your post-only customers inside Paidnice, then create a second Statement Policy filtered to that tag with the override configured. Both policies can run on the same schedule without conflicting.
Testing before going live
We strongly recommend testing the setup before it runs against your full customer list:
Create a test Statement Policy filtered to a single internal customer (for example, your own company or a test account).
Set the Override Destination Email to your own inbox first, so you can see exactly what lands.
Manually trigger a run or wait for the next scheduled run.
Confirm the statement PDF arrives, looks correct, and meets the formatting requirements of your chosen provider.
Once verified, change the destination to the real provider address and remove the customer filter.
Choosing a destination
There are two paths: send to a print-and-mail provider who handles everything, or send to an email-enabled office printer and post in-house. Most of our customers use a print-and-mail provider because it removes the team workload entirely.
Option A: Send to a print-and-mail provider
A print-and-mail provider accepts your statement PDFs, prints them, stuffs them into envelopes, adds postage, and drops them in the post. You never touch paper.
Important requirement for Paidnice's override destination feature: You need a provider that accepts letters sent in by email with a PDF attachment, often called an "email-to-letter" or "email-to-mail" service. Not all print-and-mail providers offer this.
Some are API-only or require you to upload PDFs through their dashboard. Those can still work with Paidnice, but they need a middleware layer (Zapier or Make) to intercept the email and push it into the provider's API. We've marked which providers support each method below.
United Kingdom
Pingen (pingen.com). Swiss-headquartered, fully supports the UK and Europe plus global delivery via DHL. Pingen offers an email-to-letter service: you get a dedicated Pingen email address, and any PDF sent to that address is printed and posted automatically. Supports automated or review-first workflows. This is the most direct fit for Paidnice's Override Destination Email. Recommended as the primary UK option.
Stannp (stannp.com/uk). UK-based, very well-established for transactional mail. Stannp does not accept letters directly by email. To use Stannp with Paidnice, you need to connect via Zapier or Make. Over 1,000 integrations are available, and Stannp's "virtual printer" accepts pre-merged PDFs via their platform. Best suited if you're comfortable with a light integration setup, or if you already use Zapier.
Docmail (cfh.com/docmail). UK-only, CFH Docmail is a long-standing print-and-mail provider used by many UK accounting firms and businesses. They offer a hybrid mail service and integrations with business software. Check current email-in support with their sales team.
United States
Click2Mail (click2mail.com). Offers a dedicated Email-to-Mail service with two formats: Quickletter (black and white, first class) and Mailbox Doc (color, multiple mail class options, including Certified Mail). You add your sender email address to an approved senders list, then email PDFs to a Click2Mail address with the recipient's address in the subject line (semicolon-separated). This is the most direct fit for Paidnice's override. Recommended as the primary US option when you want email-in simplicity.
PostalMethods (postalmethods.com). Accepts documents via email, portal, or API. Prints, stamps, and mails automatically. Straightforward email-in workflow and no setup fees.
DocuSend (docusend.biz). Specifically designed for invoice and statement mailing from accounting software. Supports uploading PDFs (web dashboard rather than pure email-in), with integrations to FreshBooks and others. Works well if you're comfortable with a manual upload step or via Zapier, and their pricing is competitive for AR-specific mailings.
Mailform (mailform.io). Web-based PDF upload, no subscription, pay per letter. Suits lower volumes. Can be triggered from Paidnice's override via a Zapier or Make workflow.
PostGrid (postgrid.com). API-first with strong CRM integrations. Not a direct email-in service. Use with Zapier/Make if you want to integrate with Paidnice's override.
Canada
PostGrid (postgrid.com). Toronto-headquartered, strong Canadian coverage, CASS- and SERP-certified address verification. API-first, so integration with Paidnice is via Zapier or Make. A good fit if you already use automation tools.
Click2Mail. US-based but mails to Canadian addresses. Works for Canadian businesses but be aware of the cross-border postage cost and timing.
Canada Post's Electronic Shipping Tools and Personalized Mail programs. Generally aimed at higher volumes and marketing mail. Not recommended as a direct Paidnice destination for transactional statement mail, but worth knowing about if you scale into the thousands of letters per month.
Australia
ClickSend (clicksend.com/au/post). Australian-based and widely used. Explicitly accepts letters by email sent to a ClickSend address, with automated printing, enveloping, stamping, and Australia Post lodgement. Also offers a "print to post" printer driver and API access. This is the primary recommendation for Australian businesses using Paidnice's override.
Print And Mail It (printandmailit.com.au). Traditional mail house. Better suited for larger bulk campaigns rather than ongoing small-volume transactional mail. Contact them for email-in setup.
A&O Mail (aomail.com.au). Sydney-based direct mail provider. Good option for larger-volume, regular statement runs.
New Zealand
ClickSend (clicksend.com/nz/post). Same service as the Australian operation, with NZ Post integration. Email-in, printer driver, or API. Our primary recommendation for NZ businesses using the override.
Dataprint Digi-Mail (dataprint.co.nz). NZ-based virtual mailroom, used by medical practices, accounting firms, and insurance brokers for exactly this kind of transactional mailing. Supports email submission. Check current email-in configuration with their team.
Quick comparison
Region | Primary (email-in ready) | Alternate (API/dashboard, needs Zapier) |
UK | Pingen | Stannp, Docmail |
USA | Click2Mail, PostalMethods | DocuSend, Mailform, PostGrid |
Canada | PostGrid (via Zapier) | Click2Mail (cross-border) |
Australia | ClickSend | Print And Mail It, A&O |
New Zealand | ClickSend | Dataprint Digi-Mail |
Option B: Send to your office printer
If you already have a suitable office printer and don't mind stuffing and posting envelopes yourself, you can route Paidnice's override directly to your printer's email address. Your team prints and posts the statements.
How to check if your printer supports email-to-print
Look at the printer's control panel or touchscreen for an email icon or Web Services menu.
If found, enable Web Services or cloud connection, and the printer will be assigned an email address.
For HP printers pre-2020 with ePrint: the email address is visible in the Web Services setup, or in your HP Smart account under ePrint Access.
For Xerox multifunction devices: log into the device web admin (open its IP address in a browser), navigate to Apps → Email or Services → Email, and look for email-forwarding/printing options.
If none of the above is present, your printer may not support email-to-print, and you'll need either a print-and-mail provider or a third-party email-to-print service like PrinterOn.
Setting up email-to-print on a compatible printer
Exact steps vary by manufacturer, but the pattern is:
Connect your printer to the internet (wired or Wi-Fi, not USB).
Open the printer's Web Services setup menu and enable cloud print or email print.
Note or customize the printer's email address.
In the printer's cloud admin (e.g. HP Smart account, Xerox CentreWare), add Paidnice's sending address to the allowed senders list so your statements aren't filtered as spam.
Back in Paidnice, set the Override Destination Email to the printer's email address.
Run a test (see the Testing section above) to confirm a statement PDF arrives and prints.
Third-party email-to-print services
If your office printer doesn't support email-to-print natively, or you want more reliable delivery, PrinterOn (printeron.com) offers a cloud email-to-print service that works with most network printers. You get a dedicated email address that forwards to your printer, with configurable approved senders and print settings.
Formatting considerations for printed statements
When statements are going to physical mail, a few formatting points matter more than they do for email:
Customer address block visibility. The customer's postal address must be printed on the statement in a position that shows through a standard window envelope. Paidnice's default statement templates position the address correctly for standard #10 and DL window envelopes. If you've customised your template, double-check this before going live.
Page count. Most email-in print services charge per page. If your statements include a long invoice history, expect a higher per-statement cost. Consider using the Outstanding statement type rather than Activity to keep pages minimal, unless your customers specifically need a full activity breakdown.
Black and white vs. color. Color printing is usually 2-3x the cost of black and white. For statements, black and white is almost always the right call.
Paper size. UK/EU/AU/NZ use A4. US and Canada use US Letter. Your Paidnice template and your mail provider need to match the destination country's paper size.
Return address. Most print-and-mail services include your return address on the envelope. Check your provider's setup to confirm this is configured correctly.
What Paidnice sends to the override destination
For each scheduled run, Paidnice generates one email per eligible customer and sends each to the override address. Each email contains:
Subject line: The customer name and statement period (configurable in your template).
Body: The standard statement email body from your template (this is not printed by most services, only used as a reference).
Attachment: The statement PDF itself, named with the customer's name and date.
Email-in print services typically rely on the PDF attachment for the content and use either the subject line, a specific pattern in the body, or OCR on the PDF to extract the recipient address. Check your provider's documentation to confirm how they expect the recipient address to be provided. Most print-and-mail services extract the postal address from the PDF itself (OCR-based), so as long as your statement PDF includes the customer's postal address block in a readable position, no additional setup is needed.
Troubleshooting
The override destination isn't receiving statements.
Check that the Statement Policy schedule has actually triggered. Go to the Actions queue in Paidnice and look for scheduled or completed runs.
Confirm the override email address is correct and doesn't have a typo. Paste it in a test email to verify it's valid.
Check your mail provider's spam folder or approved senders list. Paidnice sends from a known address, so add it to your provider's allowlist.
The statements arrive at the override, but don't print or post.
Confirm you've added the Paidnice sender email to the provider's approved senders list.
Check the PDF meets the provider's formatting requirements (paper size, address block position, page count limits).
For email-to-print on office printers, confirm the printer is online, has paper, and Web Services is enabled.
Some customers aren't getting statements.
Check your customer filter on the Statement Policy. If you've restricted to a tag or group, only customers in that segment will be included.
Check that the customers have active outstanding invoices (for Outstanding statement type) or activity in the period (for Activity type).
Review the Actions queue for skipped or failed runs. Each skip shows a reason.
The customer's address isn't on the statement.
Open the customer in Xero or QuickBooks and confirm their postal address is filled in.
In your Paidnice statement template, confirm the address merge fields are present and positioned correctly for your chosen envelope type.
FAQ
Can I set different override destinations for different customer segments?
Yes. Create a separate Statement Policy for each segment, scope each one to the relevant customer tag or filter, and set a different Override Destination Email on each. This is how most customers run "email statements" and "post statements" in parallel.
Can I use this for payment reminders as well, not just statements?
The Override Destination Email is specific to Statement Policies. Reminder Policies use your customer's email address from Xero or QuickBooks. If you need reminders posted too, reach out to support. Some customers handle this by generating reminder letters as statements through a custom template, but this is an advanced setup.
What happens to statements for customers who DO have email addresses?
If your Statement Policy has the override set, all statements from that policy go to the override address, including customers with email addresses. That's why most customers run two policies in parallel: one for email-addressed customers (no override), one for post-only customers (with override).
Can I preview what will be sent before it goes out?
Yes. Go to the Actions queue in Paidnice and find any scheduled run. You can preview the PDF that will be sent, and you can manually trigger or cancel individual actions.
What does it cost to send statements by post?
Paidnice doesn't charge anything extra for using the Override Destination Email. It's part of any plan that includes Statement Policies. The cost you'll pay is whatever your chosen print-and-mail provider charges per letter, typically £0.60 to £1.30 in the UK, $0.80 to $1.50 in the US and Canada, and AU$1.10 to AU$2.00 in Australia and New Zealand. Volume discounts usually kick in above a few hundred letters per month.
Do print-and-mail providers handle return mail?
Most do. Providers like Pingen, Click2Mail, and ClickSend will return undeliverable mail to a return address you configure during setup, and some provide digital notifications when a piece is returned as undeliverable. This is helpful for keeping your customer address data clean over time.
Still stuck?
If you've followed this guide and something isn't working, or you want help choosing a provider, reply to this article or reach out to us at [email protected] with:
Your Paidnice account email
The name of the Statement Policy you're configuring
The print-and-mail provider or printer you're routing to
A description of what's happening (or not happening)
We'll get back to you quickly and can often help you get your first automated posted statement run live the same day.