Email statements to many customers
Send each customer with an open balance, or each selected customer, their own statement email, then check who was skipped.
- Who can do this
- Owners, or people with View customers and Send invoices
- Where
- Sales, then Customers
- You'll need
- Statement emails turned on in your customer email settings; an email address on each customer
On this page
Send statements
- Open Sales, then Customers.
- Select Email statements to send to every customer with an open balance. Or select the checkbox beside each customer you want, then select Email statements in the bar that appears.
- Under Statement, choose Open items or Activity.
- Enter the Start date and Statement date.
- Select Send statements.
Each customer gets their own email with their statement, built the same way as a single statement. For open items, the start date only sets the recent activity shown.
Email statements appears only for people with Send invoices. The page says how many customers are included and how many have no email address and will be skipped. Statement emails must be on under Settings, then Customer emails in General or Emails in Nonprofit, then Statement. While they are off, the page shows a warning and Send statements is unavailable.
"Every customer with an open balance" means customers with an open invoice at the end of the statement date. A customer with only unused credit isn't included. The count on the page uses today, so it can differ when you pick an earlier statement date.
Follow the progress
After you select Send statements, QixCount sends the emails in the background and opens a progress page. It shows how many are done, and counts Queued to email, Skipped and Couldn’t send. Queued emails then go out through your email settings, so a count here means the email was handed over, not that it reached the inbox. The page updates as it goes, and you can leave it.
| Result | Why |
|---|---|
| Skipped | The customer has no valid email address, or is no longer a customer. |
| Couldn’t send | The email couldn’t be queued, or the statement could not be prepared. A delivery that fails after it was queued doesn’t show here. |
A batch stops by itself, and the page says why, if statement emails are turned off, the business is no longer active, or the person who started it loses permission to send. Statements already queued still go out. A batch that stops unexpectedly, or shows no progress for 25 minutes, is also shown as stopped.
When a stopped batch hadn't reached every customer, select Send to the rest. Customers whose emailed, skipped or failed result was saved are left out. If a worker stopped just after delivering an email, that delivery might not have been saved yet and could be repeated. The batch carries on as you, so it needs statement emails on, current business access, and your View customers and Send invoices permissions.
Skipped and failed customers are listed by name with the reason. Select a name to open the customer, add or correct the email address, then email that customer's statement on its own. Sending again from the list starts a new batch, which can email customers who already received one.
There is no automatic monthly sending; start each batch yourself. Select Back to customers when you're done.