Customer statements
Statements show each client what they owe. You can generate statements for all your clients at once (a statement run), check them, and email them out in one go. Statements work the same way whether you use Xero, QuickBooks or no accounting system.
Why it helps
Month end in minutes. Generate and send every client's statement in one go.
Fewer "what do I owe?" emails. Clients can see their statements any time in their portal.
Easy to pay. Each statement can include a Pay now button.
Nothing goes out by mistake. You check every statement before sending, and untick anyone who shouldn't get one.
Choose your defaults
Go to Settings → Business → Payment Settings → Debtors & payments → Manage debtors & payments → Statements.
Setting | What it does |
|---|---|
Default statement layout | Activity statement or Open item statement (see below) |
Include no-movement clients | Also send Activity statements to clients who had no invoices or payments in the period but still owe money |
Include Pay now button | Adds a Pay now button to the statement PDF, email and portal when an amount is due (on by default) |
Which layout should I use?
Activity statement | Open item statement | |
|---|---|---|
Shows | Opening balance, then every invoice and payment in the period, with a running balance | Every invoice still unpaid at the end date |
Best for | Monthly statements showing what changed | A simple "here's what you owe" list |
Date range | Uses the start and end date | Uses the end date only |
Both layouts finish with an ageing summary (Current, 30 days, 60 days, 90 days and 120+ days) and the Amount due.
Generate a statement run
Go to Bills & Payments → Statements.
Click + Generate.
Set the Period start and Period end. These default to last month.
Choose the Statement layout.
(Activity only) Choose whether to Send to clients who had no movement this period but still owe.
Click Generate.
OnboardMe creates a statement for every client with something to show. Clients who owe nothing and had no activity are never included.
Note: A run is a snapshot of the figures on the day it's generated. If bills or payments change afterwards, generate a new run. You can have more than one run for the same period.
Check the run
The run shows a summary at the top (Ready to send, Sent, Failed, Not sent and Amount due). Below that is one row per client, with their Opening, Movement and Closing balances.
Click Preview to see a client's statement, or Download PDF to save it.
Untick any client who shouldn't receive a statement.
Use Search and the Status filter to find clients quickly.
Some clients are unticked automatically:
Status | Why |
|---|---|
No email | The client has no email address. Add one, then generate a new run. |
Notifications off | Send statements is turned off for this client |
Send statements
Tick the clients you want to send to.
Click Send included.
Statements are sent in the background. You can carry on working, and you'll get a notification and an email when sending finishes. To send just one statement, click the envelope icon on its row.
What the client receives
An email titled "Statement for {start} to {end}", from your practice name, with the statement PDF attached.
The email shows the opening balance and amount due, with a Pay now button that opens their portal.
The statement is also saved in their customer portal under Statements.
Tip: Edit the email wording in Templates → Email templates under the Statements category.
Resending
To resend, set the Status filter to Sent, tick the clients, and click Resend included. You can also click the envelope icon on a single row. Statements that Failed can be ticked and sent again the same way.
Client settings
On a client's record, go to Payment Details → Billing emails:
Send statements: turn off to leave this client unticked in every statement run.
Send billing notifications to: send statements, and other billing emails, to a linked contact instead of the client.
Other options
Use the Options menu on the Statements tab:
Option | What it does |
|---|---|
History | Timeline of everything that happened in the run: who prepared it, who sent it, and what failed |
Export CSV | Download the run as a spreadsheet |
Download PDFs | Download every statement in the run as a ZIP file |
Report | Statement send report across all runs, with filters and CSV export |
The statement PDF
The statement includes:
Your practice logo, name, address and email
The client's name and address
The period, or "As of" date for open item statements
The Amount due, and any Overdue amount
The activity table, or the list of outstanding invoices
The ageing summary
A Pay now button, if turned on and an amount is due
Good to know
Statements are not sent automatically. Someone on your team generates and sends each run.
Statements aren't attached to overdue reminder emails.
Owners, Admins and Finance Admins can generate and send statements. Other users can view, preview and download them.
Imported Xero and QuickBooks invoices are included and show their accounting invoice number.
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