Statements

Overview

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.

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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 payment. 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, 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.

Note: Core does not allow scheduling ePayments for statements.

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

Field Descriptions

Basic Tasks

Email Statements

Print Statements

Advanced Tasks

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. Core allows your clients to make online payments using the ePayments feature. You can check this option for the original invoice, client or project or set it up at the Global Settings level for all.

 

Email Statements

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

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

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    1. In the list view, after selecting the Template at the top, select a statement on the grid that you want to email and click dropdown-caret.png to select Email. You can also select multiple statements on the grid and click Actions > Email to batch email your statements.

    2. A pop-up displays. Enter a personalized message for the client, if needed, and click Continue.

    3. On the Compose Email screen, enter the required information:

      • 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.

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    1. 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. 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.

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.

Print Statements

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

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

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    1. 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.

    1. 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.

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    1. In the list view, click filters-01.png on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter . You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking remove-01.png on each. To disable applied filters temporarily or remove all filters, click filter_icon.pngnext to the Filters icon and select Disable Filters or Clear All, respectively.

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 Preferences.

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.

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    1. In the list view, click favorites.png on the top-right.

    2. You can access this screen from the side menu under Favorites.

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