How do I send a customer statement in Kontuly?
In Kontuly, go to Contacts, click the document icon (Statement) on the customer's row, choose the period, and click Email, Save PDF or Preview. A statement sums up the customer's account: what you invoiced, what they paid, and what's still owing.
- Open Contacts. Hover over the customer and click the document icon (Statement). It's shown for customers and contacts who are both.
- Choose the period. Click Last 3 months, This financial year or All time, or type a From date and a Statement date (the date the statement is "as at").
- Choose the Currency, only if the customer has invoices in another currency.
- Send or save it. Preview opens the PDF, Save PDF saves it, and Email sends it to the customer's email address with the PDF attached.
You'll see Statement saved or Statement emailed.
What's on a statement?
- Account activity for the period: the opening balance, each invoice, payment, credit note and refund in date order with a running balance, and the closing balance.
- Outstanding: every invoice still unpaid at the statement date, with its due date, amount due and how many days overdue. Credit the customer hasn't used yet shows as a negative amount.
- An ageing summary: Current, 1–30 days, 31–60 days, 61–90 days and 90+ days overdue.
- Your "How to pay" details from Settings, asking the customer to quote the invoice numbers they're paying.
It uses your invoice logo and colour, and its balance agrees with the Aged Receivables report at the same date.
Why is the Email button greyed out?
The customer has no email address. Add one in Contacts first. Email also has to be set up; see How do I set up email in Kontuly?
Can I change the statement email's wording?
No. The email is written for you: a greeting, the balance due (or a thank-you if the account is paid up), your "How to pay" details if money is owing, and your business name. Only the invoice and reminder emails can be edited.
Statement or reminders?
For a customer with several overdue invoices, one statement is often clearer than a reminder for each. Reminders go out by themselves; see How do I set up overdue invoice reminders?
Related questions
- How do overdue invoice reminders work in Kontuly?Kontuly emails customers when an invoice is overdue, at 7, 14 and 21 days to start with. Change the timing and wording, or turn reminders off.
- How do I add a customer or supplier in Kontuly?Add customers and suppliers to Kontuly's Contacts list, choose whether each is a customer, supplier or both, and archive the ones you no longer use.
- How do I record a customer payment in Kontuly?Mark a Kontuly invoice as paid by matching the deposit in Banking or recording the payment by hand, including part payments and undoing a mistake.
More about quotes, invoices and customers
- How do I create and send an invoice in Kontuly?Write an invoice in Kontuly as a draft, check it with Preview, then approve it to record the sale and email it to your customer with the PDF attached.
- How do I void or cancel an invoice in Kontuly?Void an invoice in Kontuly when it should never have been issued, or raise a credit note when the customer is owed some of it back. When each one fits.
- How do I give a customer a credit note in Kontuly?Raise a customer credit note from an invoice in Kontuly to refund or reduce what a customer owes, then apply the credit to an invoice or pay it back.
- How do I set up email in Kontuly to send invoices?Connect Kontuly to your own email account with SMTP so it can email invoices, quotes, statements and reminders. Settings for Gmail, Outlook and other providers.
- Can I change invoice numbers in Kontuly?Kontuly numbers invoices INV-0001, INV-0002 and so on, never reusing a number. How numbering works, and why drafts and voided invoices keep theirs.