Show or email a client their statement

A statement lists every unpaid invoice for one client, what has been paid and what is still owed, aged by how late it is.

A statement (also called a statement of account) is one document that shows a client everything they still owe you: each unpaid or part-paid invoice, its date, its due date, what has been paid and the balance. It is the easiest way to chase a client with several invoices open.

What is on a statement

• Your business details and branding, the same design as your invoices, and the client's name, address, email, phone and logo under Account.
• As of and today's date, and Total due at the top.
• One row per open invoice: Issued, Invoice number, Due (with how many days late, if overdue), Amount, Paid and Balance.
• An Ageing box splitting the total into Current, 1–30, 31–60, 61–90 and 90+ days past due.
• Drafts, cancelled invoices and fully paid invoices are left out. If nothing is owed, it says Nothing outstanding — thank you.

Look at a statement

1. In the menu on the left, choose Clients.
2. On the client's row, open the More actions menu (the three dots) and choose View Statement. The statement opens in a new browser tab.
3. To keep a copy, choose Download PDF at the top right of that tab.

Email a statement

1. In the menu on the left, choose Clients.
2. On the client's row, open the More actions menu and choose Email Statement.
3. Your browser asks you to confirm, showing the amount outstanding, who the statement goes to and who is copied, for example Email a statement for $1,500.00 outstanding to ap@client.ca, copied to projects@client.ca? Choose OK.
4. The message Statement emailed to the address, with anyone copied, and PDF attached appears.

The statement goes to whoever at the client receives invoices, with anyone else ticked for Invoices copied. That is the client's main email address when it is ticked for Invoices, and otherwise the first person under Other People at This Client who is. It is sent from the sending address in Settings → Email, and the text of the email is the Statement template under Settings → Email → Message Templates. A copy is blind-copied to you if you have that turned on, and the sending is recorded in the Audit Log.

Before you start

• Settings → Email must have a sending address. Without it you see: Set your sending email in Settings before sending statements.
• Someone at the client must be set to receive invoices. If nobody is, Todah says so as soon as you choose Email Statement, with a message starting Nobody at, and sends nothing.
• No Automatic Emails leaves statements alone: you are sending it yourself.