Statements

Overview

Note: Help content (except videos) has been updated to reflect the UI/UX changes in CORE.

A statement summarizes information about invoices, adjustments and payments for a project or a client. You can create your statements from the Statements as well as Reports screen. The Statements screen primarily allows you to generate billing statements for the purpose of distribution to clients via email or as printed copies. When you generate a statement, CORE automatically adds any late fee to its total. Click to watch this video on sending out statements in CORE.

statements_thumbnail.png

CORE lets you set up electronic payments for client statements, just like invoices. This allows your clients to pay off multiple invoices with credit cards or ACH transfer payments. The ePayments portal has the details of the invoices included so that your clients are aware of what is included in each statement. This is helpful to the companies who collect accounts receivable by sending out periodic billing statements, allowing clients to pay multiple invoices electronically that have been turned on for ePayments. The ePayments portal allows your clients to view a list of invoices that are eligible for online payments, view statement PDFs, apply partial or full payments to the invoices, and share payment receipts with multiple recipients. In case of partial payments, CORE applies payments in chronological order of the invoices, with the oldest invoices getting paid first. Check out ePayments for details.

CORE offers various statement templates by project and by client in summary and detailed layouts. Check out some samples here.

Field Descriptions

How To

Email Statements

Preview and Pay Statements

Preview and Print Statements

Apply Filters

Mark Screen as Favorite

Field Descriptions

Field Name Field Description
Statements > List View >
Balance Due This is the outstanding balance on statements sent out to clients. It includes the billed amount without considering the retainage. If you want to see the balance minus the retainage amount, check the Overdue Invoices report.
ePayment

Indicates whether the ePayments option is turned on for the statement or not. You can check this option for the original invoice, client or project or set it up at the global level for all invoices (Settings screen).

Statements > Email > Compose Email >

To

You can send an email to multiple recipients and also copy them using the CC and BCC options. You can click on the Choose Contact icon to open the Address Book and select multiple individuals or groups to email. However, if you are using a trial version of CORE, it does not allow more than 3 distinct recipients at a time. For paid subscriptions, this limit is 50 recipients at a time.

Subject

Subject line of the email. You can also insert smart fields into it using the Add Smart Field option on the right.

Message

It can be entered and edited using the formatting toolbar.

 

Email Statements

To email a statement, watch this video or follow these steps:

  1. Open the Statements screen from the side menu > Billing.

    statements_email_1.jpg

  2. In the list view, after selecting the Template at the top, select a statement on the grid that you want to email and click the row-action menu dropdown-caret.png to select Email. You can also select multiple statements on the grid and click Actions > Email to batch email your statements.
  3. A dialog displays where you can enter a personalized message for the client and click Continue.
  4. On the Compose Email screen, enter the required information. Check Field Descriptions above for details.
    • To
    • Subject
    • Message

      Compose email - Statements.png

  5. Click Add Attachments at the bottom if you want to attach any other files to the statement. You can also drag-and-drop any file into the Compose Email window from your desktop or email program. When you have finished, click Send Message.

The selected statement is attached with the email. If the email is sent to an address that is no longer working, there is a bounce-back email sent to let you know about this. You can also check the detailed video on emailing in CORE.

Note: You cannot remove the default or system attachments. Only user-defined attachments can be added or removed. CORE restricts the file size of the attachments to 10 MB and sends the attachments as a single zipped file.

Preview and Pay Statements

CORE offers your clients the ability to make payments electronically (ePayments). You or your clients can choose which invoices to pay on a statement and distribute the payment amount among invoices, as required. You can either apply the payment in full or do a partial payment. Check out ePayments for details.

Note: This feature is only available when ePayments are enabled in the Settings screen.

To pay invoices on a statement, follow these steps:

  1. Open the Statements screen from the side menu > Billing.

    Statements pay.png
  2. In the list view, select a statement on the grid that you want to pay and click Preview to preview the statement.
  3. On the Statement, click Pay Now at the bottom, which takes you to another screen for payment. 

    Statements-Pay_Now.png

  4. On the Invoice Payment Options screen, enter the payment details such as payment options and payment information. CORE allows you to apply partial or full payments and share payment receipts with multiple recipients. You can also visit this screen from Actions > Email or by clicking  dropdown-caret.png and Email.

    Payment_Options-Statements.png

  5. If you choose to apply a partial payment, a dialog displays giving you options to distribute your payment:
    • Apply payment evenly: to all invoices
    • Apply from top to bottom: payment is applied to the first invoice in full; if some amount is left, it is applied to the next invoice, and so on until the whole amount is exhausted
  6. On the statement summary, you can view details such as the statement amount, outstanding balance, partial payment, etc. CORE gives you the ability to choose invoices that you want to pay in the statement summary.
  7. Click Pay Invoice to apply the payment.
  8. After your clients pay the invoices, they are redirected to a new screen displaying all their open invoices ready for payment. 

    Statement.png
  9. CORE allows them to pay other open or pending invoices by clicking the Pay Invoice button next to their details. It takes them to the ePayments portal where they can follow the same steps as before to make the online payment. 
  10. If they want to pay later, they can choose to receive a copy of the invoices via email. This process is repeated until there are no more open invoices left to pay.

Preview and Print Statements

To print a statement, watch this video or follow these steps:

  1. Open the Statements screen from the side menu > Billing.

    statements_print.jpg

  2. After selecting the Template at the top, select a statement on the grid that you want to print and click Preview on that row. You can also select multiple statements on the grid and click Actions > Preview to avoid the hassle of viewing and sending each email separately.
    Note: A pop-up displays. Enter a personalized message for the client, if needed, and click Continue.
  3. The statement opens in the viewer. Preview the statement and then choose to export or print it.

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

  1. Open the Statements screen from the side menu > Billing.

    statements_apply_filters.jpg

  2. In the list view, click filters-01.png on the right.
  3. On the Filters panel, select a filter from the drop-down and specify individual records or range.
  4. Click Add Filters to specify more filters.
  5. When you have finished, click Apply Filter. You can see selective data now.
  6. Next, to save the applied filters as your favorite, click Save Filters.

    Statements Fav filter.png
  7. It opens the Save Filter dialog, where you can select a name for your filter combination and then click Save. You can also update your existing saved filters by clicking the Update Saved Filters link.
  8. In the list view, you can remove the individual filters by clicking remove-01.png on each. To use your favorite filter or disable applied filters temporarily or remove all filters, click filter_icon.png next to the Filters icon and select Disable Filters or Clear All, respectively. 

You can also check the detailed video on applying filters in CORE.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in CORE as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in CORE from User Settings.

To mark this screen as your favorite, watch this video or follow these steps:

  1. Open the Statements screen from the side menu > Billing.

    statements fav.png

  2. In the list view, click favorites.png on the top-right.
  3. You can access this screen from the side menu under Favorites.

You can also check the detailed video on marking screens as favorite in CORE.

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