Customer Statements

Customer Statements

Overview

Customer Statements are documents that summarize a customer's account activity over a specific period. These statements typically include invoices issued, payments received, credit memos applied, and any outstanding balances. They are essential tools for keeping your customers informed about what they owe and for following up on overdue payments.

When to Use Customer Statements

You might issue a customer statement to:
  1. Remind customers of outstanding invoices.
  2. Provide a summary of recent transactions for account reconciliation.
  3. Support collections efforts for overdue payments.
  4. Offer transparency and improve customer trust.

Generating a Customer Statements:

  1. Navigate to Sales → Statements.
  2. Click Create → New.
  3. Set the statement dates.
  4. Optionally, filter out which customers to generate a statement for by setting a balance threshold (Set additional statement criteria).
  5. After setting up the Statement dates and balance threshold, click Show Customer.
  6. Uncheck any customers to remove them from the statement creation list.
  7. Click Generate Statements. Navigation returns to the Statement List screen with the new statements present.

Example list of generated customer statements

From the statement list screen, you may Print or Email one or more statements by highlighting and clicking the Print or Email button.


Emailing Statements

Customer Statements now have email templates! Use new mail merge tags to send Customer Statements en masse and still be personal!  Multiple templates my be saved to make your communications just the way you want them. Set common text and then personalize one or more emails even further.

To Email a single or multiple Customer Statements :

  1. Go to Sales → Statements.
  2. Select the Customer Statement/s that you want to email (to select or highlight multiple statements, press the Shift key then click the statement) → click Email and select an email template.
  3. You will be asked if you want to include copies of the documents when emailing statements (optional).
  4. A new tab will show (which is the Emailing Statements window), on this part you can add CC email, change Common Subject, deselect and re-select statements and add personalized email body by adding Mail Merge Fields.
  5. Once done with your personalized Email setup, click Send button.

Emailing Statements window

More Email features

• Personalized email body can be saved as a Template by clicking More Actions → Save/Load Template.

Saving Email Body as a Template

• You can change the subject and email of a selected company individually in the Statement Information by clicking Change Selected button.

The Subject field where you can change Subject as well the email Address on Statement Information.

• Custombooks™ will notify if a statement or some statements were sent.
 Message showing that the Statement was already sent

Printing Statements

CustomBooks™ optimized printing multiple statements – no more Wait or Quit message! Print as many as you want!

To print Customer Statements :

  1. Navigate to Sales → Statements.
  2. Highlight or select Statements that you want to print.
  3. Click Print and select a print template to use.

Printing selected statements on Statement list

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