Statements in ServiceCore are an easy way to send your customers a summary of their invoices in the Unpaid, Overdue, Paid, and Void statuses.
You can also include a summary of any unapplied payments or credit memos the customer may have available depending on the type of statement you choose to send your customer.
Sending your customers statements regularly can help get you paid faster and keep a clean paper trail with your customers.
Before You Start
Here are some things you should know before you continue:
- To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
- Individually sent statements can include invoices that are unpaid, overdue, paid, or void as well as unapplied payments and credit memos.
- Individually sent statements can be sent as either the summary or detailed version.
- You can select which invoices to include in individually sent statements.
- Statements sent in bulk to multiple customers at once will not include paid/void invoices, unapplied payments, or credit memos.
- Statements sent in bulk to multiple customers at once can only be sent as the summary version.
- You cannot select which invoices to include in statements sent in bulk to multiple customers at once. ServiceCore will simply send all unpaid and overdue invoices to each customer selected.
- To include a mini Aging Report section at the bottom of customers' statements, you'll need to turn on an account-wide setting in your ServiceCore account.
- You won't be able to show/hide the mini Aging Report section individual customer statements. With the setting on, all statements will include the mini Aging Report section. With the setting off, no statements will include the mini Aging Report section.
- To include unapplied payments and credit memos on customers' statements, you'll need to turn on an account-wide setting in your ServiceCore account.
- You won't be able to show/hide unapplied payments and credit memos for individual customer statements. With the setting on, all statements will include unapplied payments and credit memos. With the setting off, no statements will include unapplied payments or credit memos.
Statement Types You Can Send to Customers
Depending on how much detail you want to provide to customers on their statements, ServiceCore offers two options for the type and style of statements you can send:
- Summary
- Detailed
Summary Statements
Summary-type statement PDFs show a high-level overview of each invoice included in the statement.
Each individual invoice will appear as a separate section in the statement PDF and will include the following information:
- Tax ID
- Customer ID
- Billing Period
- Invoice Date
- Invoice Number
- Due Date
- PO Number (if applicable)
- Rental Number (if applicable)
- Pay Online ID (if you accept online payments)
- Total Amount
- Any Remitted Payments
- Any Open Balances
- Any Unapplied Payments (if enabled to show)
- Any Credit Memos (if enabled to show)
- A mini Aging Report section that includes Current, 1-30 Day, 31-60 Day, 61-90 Day, > 90 Day, and Total Due balances (if enabled to show)
Invoices will be grouped by site location, if applicable, to keep the statement organized.
At the bottom of the statement there will be a section that calculates the following:
- Total amount from all included invoices.
- Total amount of remitted payments on any included invoices.
- Total amount of open balances due for any included invoices.
Your customers can use the tear-off portion at the bottom to mail you a physical payment towards their open balance(s) due or, if you allow online payments, they can use the statement's information to pay their open balance(s) online.
Detailed Statements
Detailed-type statements include all the same information that summary-type statements include along with every line item for each included invoice.
Detailed statements can be lengthy PDFs depending on how many invoices you decide to include, but giving your customer a full financial picture of their past and/or present billing with you can help resolve disputes faster, reduce any back-and-forth on billing questions, and give customers the context they need to pay you with confidence.
Your customers can use the tear-off portion at the bottom to mail you a physical payment towards their open balance(s) due or, if you allow online payments, they can use the statement's information to pay their open balance(s) online.
Show Unapplied Payments and Credit Memos on Statements
If you want to include your customers' unapplied payments and credit memos on the statements you send them, all you have to do is turn on a single account-wide setting.
Please Note: Unapplied payments and credit memos will appear on ALL statements sent to customers. There's currently no way to pick and choose which statements include unapplied payments and credit memos.
To turn on the setting, just follow the instructions below:
- Click on your name in the top right corner.
- Click on “Settings” from the menu that appears.
- Click into "Preferences"
- Expand the Printed and Emailed Documents section.
- Check the box next to the 'Show credits on statement PDFs' setting.
- Click "Save" at the bottom.
Moving forward, all statements you generate in ServiceCore to send to your customers will include all of their unapplied payments and credit memos.
Show the Mini Aging Report Section on Statements
If you want to include a miniature Aging Report on your customers' statements, all you have to do is turn on a single account-wide setting.
Please Note: The mini Aging Report will appear on ALL statements sent to customers. There's currently no way to pick and choose which statements include the mini Aging Report.
To turn on the setting, just follow the instructions below:
- Click on your name in the top right corner.
- Click on “Settings” from the menu that appears.
- Click into "Preferences"
- Expand the Printed and Emailed Documents section.
- Check the box next to the 'Show mini-aging report on all statement PDFs' setting.
- Click "Save" at the bottom.
Moving forward, all statements you generate in ServiceCore to send to your customers will include a mini Aging Report that shows Current, 1-30 Day, 31-60 Day, 61-90 Day, > 90 Day, and Total Due balances.
Please Note: The Total Due section of the mini Aging Report may not align with the Open Balance if there are unapplied payments and/or credits for that customer because the mini Aging Report already accounts for those in its calculations (regardless of whether you show unapplied payments and credit memos on statements).
Send Statements to Your Customers
In addition to choosing between summary-type and detailed-type statements, you can also choose to send statements to individual customers or in bulk to multiple customers at once.
TIP: You can send both summary-type and detailed-type statements to individual customers one at a time, but you can only send summary-type statements in bulk to multiple customers at once.
Send Individual Statements
To send summary-type and detailed-type statements to individual customers one at a time, just follow the instructions below:
- From the customer's profile, click into "Accounting".
- Click into "Invoices".
- Using the checkboxes, select the invoices you wish to include in the statement.
TIP: You can use the filter and search options to narrow the list down. - Click "Invoice Statement".
- Hover over either "Email" or "Print" depending on how you want to send the statement to your customer, and then click on either "Detail Statement" or "Summary Statement".
- If you select "Print", the PDF will auto-download to the device you're using.
If you select "Email", you'll be asked to confirm which email address(es) should be send the PDF. - Click "Send Email" to send the PDF to your customer. If you selected "Print", please send the PDF to your customer as needed outside of ServiceCore.
Send Bulk Statements
To send summary-type statements to multiple customers at one time, just follow the instructions below:
- Click into the main Reports section.
- Search 'aging' in the search bar at the top.
- Click to open the Aging Report.
- Using the As Of Date filter and/or the "All Filters" button on the right of the report, narrow down the list of customers, date range, and more to include invoices from.
TIP: By default, the Aging Report will load all customers and their related information. If you don't filter down the information before printing/emailing statements, every customer will receive a statement with their unpaid and overdue invoice information. We suggest using the "All Filters" button to narrow your customers down. - Click "Email Statements" or "Print Statements" depending on how you want to send the statements.
- If you select "Print Statements", you'll see a prompt confirming that all the statements will be emailed to you in order to download, print, and send to your customers outside of ServiceCore.
If you select "Email Statements", you'll see a prompt confirming that all the statements will be emailed directly to your customers.
Please Note: If any of the included customers have their communication preference set to Print instead of Email, that'll be respected and you'll see it confirmed in the prompt. - Click "Send Now" to complete the process.
You'll receive an email with a list of all the customers who were sent their statement via email. If applicable, that confirmation email will also have a PDF attachment of all the statements for customers with the Print preference.
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@servicecore.com!