Account statements allow you to share a summary of invoices, payments, and balances with your clients for a specific time period. You can send statements individually or in bulk directly from Docket as a PDF that clients can view, download, and use to make payments.
Before You Start
- Account Statements can be generated for individual clients or in bulk.
- Some Account Statement features require the Client Dashboard to be enabled for the client.
- Use the Statement Format Options to customize your Account Statement.
Benefits of Sending Account Statements
- Improved payment visibility: Clients can see invoices, payments, credits, and outstanding balances in one place.
- Faster payments: Built-in payment links and QR codes make it easy for clients to submit payment directly from the statement.
- Reduced billing questions: Detailed invoice information and aging breakdowns help clients understand what is due and why.
- Clearer account history: Statements summarize financial activity over a selected time period instead of requiring clients to review individual invoices.
- Better organization for multi-location clients: Invoices are grouped by service address, making statements easier to review.
Send an Account Statement to a Client
- Click “Clients” towards the top of the left-hand menu.
- Select a client to open their profile on the right.
- Click “Actions.”
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Select “Create and Send Account Statement” in the drop-down menu.
- Choose a defined date range or create a custom date range.
- Select preferred Statement Format Options.
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Click “Next.”
- Select the Service Address you would like to include.
- If a client has multiple service addresses you can choose which addresses to include in the statement, either by selecting all or choosing one or more service addresses.
- Please Note: This option is only available when sending a statement to a single client.
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Click “Next.”
- Confirm, change, or add account contacts you would like to send the account statement.
- The Primary Contact will default and you can choose from any account contacts with a valid email address. You can also type in any additional recipients via entering their email address and pressing enter.
- Please Note: At least one recipient is required to send the statement, but not required to download it.
- Add a Custom Note for the email. (Optional)
- This note will be added to the bottom of your Account Statement Sent notification template and can be up to 1,000 characters.
- TIP: This note is for the current message only. To update the default email template, go to Financial Notifications in Client Notifications by clicking the link below the Custom Note window.
- Click “Email Statement.”
Statement Format Options
When creating an account statement, you can control how much detail your client sees.
Timeframe
In addition to the Statement Format options, you can select a predefined date range such as This Month, Last Month, or All Time, or create a custom date range using the Start Date and End Date options.
Invoice Description Content
This setting determines what content appears in the main description column for each invoice.
- Service Date Range (default)
- Summary of Work
- Project Name
- PO Number
Include Invoice Details
This setting lets you control what information is shown under each invoice. Here you can choose one of the following detail options to display nested information below each invoice.
- None (default): Docket will show the invoices, but no additional details. This is a great option if you want your account statement to be concise.
- Show detailed payment records for each invoice: This option will display the payment date, payment method, and amount applied to the invoice. Each payment will be displayed in its own row.
- Show line item descriptions for each invoice: This option will display a row for each line item name, quantity, and service date (if applicable) on the invoice.
Unapplied Payments & Credits
Toggle this option on to have a dedicated section added to the account statement that shows unapplied funds and credits the client has on their account.
Show Unpaid Bills Only
Toggle this option on to have the account statement only show invoices with an outstanding balance, keeping the statement focused on invoices needing payment.
Send Account Statements in Bulk
Sending account statements in bulk significantly streamlines sending statements to many clients, which is especially useful for common tasks like monthly billing. Statements sent in bulk always go to the primary contact for each selected client.
Access Bulk Send Account Statements
- Click “Clients” towards the top of the left-hand menu.
- Click “Actions.”
- Select “Bulk Send Account Statements” in the drop-down menu.
Select Clients & Send Statements
After selecting “Bulk Send Account Statements,” check boxes will appear next to the clients whose Primary Contact has an email address. You can choose to select clients individually or choose to “Select all clients.” You can manually check or uncheck individual clients to refine your list.
To further refine your list, you can toggle on “Only Send To Clients With Unpaid Balances” so you only send account statements to your clients with an outstanding balance.
After selecting your clients, click “Bulk Send Account Statements” and configure your statement with the Statement Format Options.
Once you have formatted your statements, click “Next.” You can add a custom note, but will not be able to add additional email addresses to send the statements as it will only be going to the Primary Contact.
Click “Email Statements” to send your account statements in bulk to your clients’ Primary Contacts.
Statements are individually queued for efficient processing, you can continue your work while Docket sends these statements in the background. Once completed, a small message will appear in the upper right hand corner of Docket to confirm that the batch has been sent. You can also check the Notification Log to view the status of each message that was sent.
Account Statement PDF Overview
The Account Statement provides key details for your clients.
Financial Summary & Aging
The Summary at the top will display: Billing Period, Total Invoiced, Total Paid, Credit Balance, and Total Due.
Toward the bottom of the statement, an aging section displays unpaid bills categorized by how overdue they are: 1–30 Days, 31–60 Days, and 60+ Days.
Account Statement Organization
All invoices on the account statement are organized automatically to improve context and flow.
- Grouping: Invoices are grouped by Service Address
- Sorting: Service Address groups are sorted alphabetically.
- “No Service Address Group”: Invoices that lack a service address are grouped under “No Service Address,” which always appears as the last group.
- Invoice Sorting: Within each group, records are sorted by Due Date, with the oldest invoices appearing first.
Each invoice record displays the Bill Date, Due Date, the Total (pre-payment), and the remaining Balance.
Payment Links and Online Access (Client Dashboard)
For clients that have Client Dashboard access enabled, the statement makes payment simple.
- Clickable Invoice Numbers: Each Invoice Number is a clickable link that directs the client to the Invoices page on their Client Dashboard.
- Easy Online Payment: A single, prominent online payment link and a QR code are included, both leading directly to the Client Dashboard home page for immediate payment.
If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@yourdocket.com!