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Auto Statements

How to automatically send your customers a statement scheduled every month or week.

Ashley Schroder avatar
Written by Ashley Schroder
Updated over a week ago

Sending statements manually can be a time-consuming process for businesses and it can often be forgotten or missed if it's a busy time of the month. The Paidnice Auto Statements feature makes it easy to send statements on your chosen schedule (monthly or weekly) to all or some of your customers with your own branding and email template.

Sending your customers a statement every month is a great way to ensure they are up to date with any outstanding or overdue invoices. It serves as a simple reminder of their current balance and if they've missed any invoices it's a chance to download copies so they can pay by the due date.

In Paidnice the statements are referred to as open or outstanding statements that show all open or outstanding activity for each customer. The statements don't include paid invoices. If you have customers that are invoiced in multiple currencies you will see a statement section for each currency.

In this article we'll cover how to set up your first Auto Statement and what the configuration options allow you to customize in your statements.

Getting started

Before you start sending statements, you're going to want them to look great. To customize the look of your statements by uploading a logo and setting your business contact information. You can find out more about that in the customize your statement branding article.

Once you have previewed your statements and you're happy with how they look - it's time to schedule an Auto Statement.

Creating an Auto Statement

Click into a group where you want to send an Auto Statement on the left menu, in the below it is the default group. Click the Create new policy > Auto Statement button highlighted to create your first Auto Statement:

When you first create the new policy, you'll need to select a template to use to send the statement email, you can choose the Paidnice sample email to get started, or see the article about customizing your email templates.

You may also want to name your policy - giving it a meaningful name for example '20th of the month statement' will make sure you know what it is doing in the workflow.

You need to choose when the statement should be sent (weekly/monthly and when) and also what type of statement period and balance you should generate it for.

Statement periods

This option determines which invoices will be included in the statement, you can select to have all outstanding invoices, or only invoices issues in a specific period.

Statement triggers

This option determines which customers should get a statement - those with overdue invoices, or any customer with an outstanding invoice - even if it's not yet overdue.

Once you have chosen those settings, you can save your Auto Statement - you should see the newly scheduled actions in the Actions tab.

Note: customers with no email address cannot be sent a statement - you will only see actions scheduled for customers that have an email address.

More options for Auto Statements

If you need to further customize your Auto Statement, there a range of options on the 'More Options' tab:

These settings give you fine-grained control of a number of details about you statements.

Minimum due amount

Setting a value for this will ensure that you don't send statements to customers for trivial amounts, for example if you sometimes have small balances on customer accounts (say a few dollars) then you might choose to set a minimum of $5 so that you're not troubling customers for a few dollars underpaid.

Action time

This determines when in the day the statements are sent, by default it's the middle of the day in your organisations timezone, but you could choose to send statements at the start or end of the day instead. You may also want to delay sending statements until the very end of a day to give time for your invoices to be raised.

Override Destination Email

By default statements will be sent to the email address of the customer, but there may be situations where you want all of the statement emails to go to a single address instead.

For example you may use a paper-based statement printing/postage service that sends your customers physical paper statements in the mail - this option allows you to easily direct all the statement PDFs to the printer for printing.

Only apply to parent customers

For QuickBooks users - if you have parent/child related customers - this policy will only apply to parent customers - if a customer has a parent-level customer, then it will not be sent a statement. Parent customer statements will always include all invoices from the child customers.

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