Account Statements

An account statement is a PDF record of a lease's or a customer's invoices, payments, refunds and lease balance changes for a period, with the closing balance, what is overdue, and a link to pay each unpaid invoice online. You can download it or email it to the tenants or the customer.

Sending a Statement

1. Open the lease, or the customer, and click Statement in the Account section.

2. Choose a Period:

   • Since lease start on a lease, or Since first invoice on a customer, covers everything up to today.

   • Since last emailed statement appears once a statement has been emailed. It starts the day after that statement ended and opens at its closing balance.

   • Custom lets you pick the From and To dates.

3. Check the preview on the right, with the Total due and Overdue amounts above it.

4. Click Download PDF, or tick who to email it to and click Email statement. On a lease, every tenant with an email address is ticked to start with.

The email says the statement is attached and that each unpaid invoice has a link to pay it online. The amounts are in the PDF.

Previous Statements

Each statement you download or email is listed under Previous statements with its period, who made it, who it went to, its closing balance and its status:

• Downloaded: saved as a PDF from the lease or customer page.

• Sending: being emailed. You can email another statement once it finishes.

• Emailed: sent to every recipient. Click View PDF to open exactly what was sent.

• Not sent: the email could not be delivered, with the reason. For example: the tenant has no email address.

Reading a Statement

• Activity lists every invoice, payment, refund and lease balance change in the period, with the balance brought forward and a running balance.

• Unpaid invoices lists each unpaid invoice with its due date, how many days overdue it is, and a Pay online link.

• A direct debit being collected shows as Processing: still owing, not overdue.

• A voided invoice shows as a credit on the day it was voided.

• A refund shows as a credit on the invoice and the refund paid out, so a fully refunded invoice adds nothing to the balance.

• A reversed payment or direct debit adds the amount back on the day it reversed.

• If something before the period has changed since the last emailed statement, such as a direct debit that failed late or an invoice voided afterwards, the difference shows as one line: Changes to activity before [date] since the last statement. The opening balance still matches the last statement the tenant received.

• A customer statement lists each lease the customer is on in its own section. The lease balance is kept out of the customer's own totals.

• A statement is not a tax invoice, and says so.

Permissions

Viewing, downloading and emailing statements needs Finance: Manage permission.