Customer statements

Send statements to your customers to help them keep track of what they owe you and remind them how much to pay.

Set up your statements to send regularly via email.

How it works

Send statements to customers showing the outstanding balance on their account and a list of outstanding invoices to pay.

Choose the Statement Type - choose whether to include all invoices and payments on the statement or just those that are outstanding.
Choose to create a statement for an individual customer or for all customers with an outstanding balance.
Schedule statements to send every month automatically.
Print the statements ready to post or email them directly.

Set the customer statement type

Add a note, or bank details to a statement

Choose to print or email statements

Create a statement for a single customer

From Contacts, then select Customers.
Select on the relevant customer.
Select Manage, then Statements.
Enter the required date or date range.
To email the statement, select Manage Statement, then Email.

Check or enter the following information, then select Send:

To	If the main customer contact has an email address, this automatically appears. If necessary, you can amend this and enter additional email addresses separated by a semicolon. Tip: If you want to amend the default email address the statement is sent to, please see To amend the default statement address section.
Cc	If you want to send a copy to anyone else enter the email address.
Copy to me	If you want to send a copy to the email address you used to sign up to Sage, select this check box.
Message	A default email message appears automatically from Email Defaults. You can amend this if necessary.

To print a PDF copy of the statement, select Manage Statement then Print.

Depending on your Internet browser, the PDF opens in a new window or tab and you can choose to print or save it from your browser file menu.

To save the statement as a CSV file which you can then open with Microsoft Excel, select Manage Statement then Export to CSV file.

Depending on your internet browser, the file either downloads automatically to your Downloads folder or you’re prompted to save the file on your computer. If prompted, browse to where you want to save the file, then select Save. You can then open the file with Microsoft Excel.

Send multiple statements at once

This creates statements for all customers based on the date and the amount overdue. All statements will show only outstanding items, regardless of the setting in the Customer Statement Type field within the Record and Transaction settings.

Before you start

Choose the statement run options for each customer. This determines the name and address on each statement, whether it is printed or emailed, and whether an individual customer is included.

For example, there may be customers who require special treatment where you don't want to automatically send a statement.

From Contacts, open the relevant customer.
From the Options tab, edit the Statement Runs section.

Send multiple statements

Go to Contacts, then select Customers.
Select Statement Run.
In the Outstanding amount over box, enter the relevant value.
In the Produce statement as of box, enter the date you want to run the statements for.

We include any invoices paid after this date on the customer statements.

Select Next, then complete one of the following options:
- If there are customers that meet the criteria you entered, select Generate.
- If there aren’t any customers that meet the criteria you entered, select Back and complete steps 3 to 5 again or close the window.

Once you select Generate, we create statements as PDFs to print and post, or emailed to customers directly, depending on how this is set in each customer record.

Send monthly statements

If you send regular monthly statements to your customer, you can schedule these to send automatically. Please note that in order to schedule monthly statements, you must calculate a statement for the customer first using the steps in the section above. Future statements can then be scheduled monthly by following the steps below.

Go to Contacts, then select Customers.
Select the relevant customer.
Go to Manage, then select Statements.
Enter a statement date then select Calculate.
Go to Manage Statement then select Schedule Monthly Statements
Check or enter the following information:

Enable Monthly Statement	Select this check box to send your customers monthly statements.
To	If the main customer contact has an email address, this automatically appears. If required, you can amend this and enter additional email addresses separated by a semicolon. Tip: If you want to amend the default email address the statement is sent to, please see To amend the default statement address section.
Cc	Your login email address automatically appears. If necessary, you can delete or amend this.
Message	A default email message appears automatically from Email Defaults, you can amend this if necessary.
Email statements monthly on day	Enter the day of the month you want to send the statement to your customer. The statement includes transactions entered up to the day of the month prior to this. For example, if you enter day 10, the statement includes transactions from day 10 of the previous month to day 9 of the current month. Tip: If you want to send statements up to the last day of the previous calendar month, enter 1 here. The statement includes transactions entered from day 1 to the end of the previous month. For example, a statement sent on 1 June includes transactions from 1 May to 31 May. This means you can send statements up to the last day of the month even if it’s 28, 30 or 31 days.
Exclude zero balances	If you don’t want to include transactions which have a zero balance, select this check box.

Select Save.

You’ve successfully enabled monthly statements which are now emailed to your customer on the day you specified.

You can stop the statements at any time. To do this:

Repeat step 1, then clear the Enable Monthly Statement check box and select Save.