How to Send Account Statements to Your Clients

Overview

This guide will show you how to quickly send account statements directly to your clients through Docket, individually or in bulk, to help them keep track of their billing so you can get paid faster!

Benefits of Sending Account Statements

• Increases efficiency and saves time by sending an updated view of the client's unpaid bills, or their entire billing history, to hundreds of clients at once.
• Improves communication with clients by allowing you to send account statements directly via email with customizable notes in addition to your standard notification template.
• Supports cash flow management by facilitating the timely delivery of statements to clients with unpaid balances.

Sending a Single Account Statement from a Client Profile

This feature allows you to send an account statement for a specific client directly from their profile page, making it faster to communicate billing details.

1. Navigate to the Client Profile:

• Go to Clients in the left navigation menu.
• Select the client whose statement you wish to send. This will open their Client Profile page.

2. Access the "Create & Send Account Statement" Option:

• On the Client Profile page, locate the Actions menu.
• From the Actions menu, select Create & Send Account Statement. A new window will appear.

3. Configure Your Statement:

• Choose your statement format options
  • All bills and payments (Default): Includes a full history of all bills and payments for the account.
  • Unpaid bills only: Includes all outstanding bills (unpaid or partially paid also) and related payments. To choose this option, turn the toggle on.
• Define Time Period:
  • All time (Default): Includes all billing data for the client's entire history with your business.
  • This Month: Include only the records for the current calendar month.
  • Last Month: Include only the records for the previous calendar month.
  • Custom date range: Set your own preferred window of time for the records that should be included.

• Define Recipients:
  • Choose from any contacts on the account with a valid email (primary contact is default). You may choose as many contacts as you want.
  • You may type any valid email as Additional Recipient(s); and press enter to add them. At least one recipient is required to send the statement, but is not required to download it.
• Add a Custom Note (Optional):
  • You may use this option to include a personalized message in the email (up to 1,000 characters). This is optional and will be added to the bottom of your Account Statement Sent notification template.
  • Tip: This note is for the current message only. To update the default email template, visit the Financial Notifications Section of the Client Notifications Page by clicking the link at the bottom of the window.

4. Send or Download the Statement:

• Once the necessary statement options are configured, the Download Statement and Email Statement buttons become active.
• Send the statement:
  • Select Email Statement to generate the statement and email it to recipients.
  • A small message in the upper right corner of Docket will confirm generation started and successful sending.
• Download the statement:
  • Select Download Statement to generate and save the PDF statement to your device.
  • An indicator shows generation in progress, then the file downloads. 

Sending Account Statements in Bulk to Multiple Clients

This feature 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.

1. Access Bulk Send Account Statements:

• From the left navigation menu, go to Operations > Clients.
• On the Clients page, locate the Actions menu
• Select Bulk Send Account Statements.

2. Select Your Clients:

• You'll see a list of clients. You can only select clients with an email address for their Primary Contact.
• Select All [count] Clients: Selects every client in the list with an email address.
• Select All [count] Clients with an Unpaid Balance: Selects only clients with an outstanding balance.
• You can manually check or uncheck individual client rows to refine your list.
• Once at least one client is selected, the Bulk Send Account Statements button appears. Click it to define your account statement options.

3.  Configure Your Statements:

• Choose your statement format options
  • All bills and payments (Default): Includes a full history of all bills and payments for the account.
  • Unpaid bills only: Includes all outstanding bills (unpaid or partially paid also) and related payments. To choose this option, turn the toggle on.
• Define Time Period:
  • All time (Default): Includes all billing data for the client's entire history with your business.
    • Note: When using this option, Docket will automatically select the earliest date across all clients you have selected.
  • This Month: Include only the records for the current calendar month.
  • Last Month: Include only the records for the previous calendar month.
  • Custom date range: Set your own preferred window of time for the records that should be included.

4. Send Statements with or without a Custom Note:

• Once your account statement options are set, the Email [count] Statements option is enabled.
  • Select this to begin generating and sending statements to each selected client's primary contact.
  • Statements are individually queued for efficient processing, so you can return to your work while Docket sends these statements in the background.
  • A small message in the upper right of Docket confirms when the batch of statements has been completed. You can check the Notification Log page to view the status of each message that was sent.
• Add a Custom Note (Optional):
  • You may use this option to include a personalized message in the email (up to 1,000 characters). This is optional and will be added to the bottom of your Account Statement Sent notification template.
  • Tip: This note is for the current message only. To update the default email template, visit the Financial Notifications Section of the Client Notifications Page by clicking the link at the bottom of the window.