Statements of account

A statement of account answers "what do I owe you?": the invoices, payments and credit notes on a client's account over a period, with the balance at the bottom. Open one from a client's page, print it, email it, or have OrderDen send them on a schedule.

The two kinds

What is still unpaid lists every invoice with money left on it, however old, and nothing else. Send this one to get paid. A client's statement page opens on it.

Everything in the period runs from the opening balance through every movement in date order to the closing balance. Send this one when someone asks what happened on their account in August, or for their bookkeeper to reconcile. Every credit note issued is on it as a credit, including one already applied to an invoice. A credit refunded by hand shows only what's left after the refund.

Switch between them with the Shows picker on any statement.

Reading one

Under the letterhead: the period, the amount due, and any credit the client holds. Then the movements: date, reference, description, charges, credits and the running balance. At the bottom, the aging: what's current, and what's been owed 1–30, 31–60, 61–90 and over 90 days. An invoice that isn't due yet is current, and so is one with no due date.

Nothing on a statement is stored. Every figure is worked out from the invoices and payments when you open it. Draft invoices are never on one.

Sending one

Email this statement takes the address (the primary contact by default) and an optional message, and sends the Statement of account email with a link the client can open and print. Edit its wording in the Email templates section of Company Settings → Email.

Statements already sent, under the statement, records which period, when, to whom, the balance, and how many times it was sent. Sending the same dates again adds to the count.

Statement links lists the links your statements went out with. Each one opens for 90 days. Sending the same dates again gives the client a new link and the old one stops opening. Revoke stops a link opening at once, for a statement sent to the wrong address, say. The client's Activity tab records it.

Sending them automatically

Turn on Send statements automatically in Company Settings → Sales defaults and choose monthly or quarterly, the day of the month, and the Statement type. They go out at 6am in your timezone, for the period that ended. The day and the period are worked out in UTC, so a workspace far east of UTC gets them a day late.

Three settings hold one back:

• Do not send under: no statement for less than this amount.
• Skip clients with nothing outstanding: no statement for a client who owes nothing. With Everything in the period, a client who owes nothing but had activity still gets one.
• Leave them off: on a client's statement page, take that client out of the schedule.

A client with no email address is skipped. The schedule never sends a period it has already sent. A statement you emailed by hand counts as a different send, so the schedule may send the same month again.

What the client sees

The link in the email opens the statement for the dates it covered, for 90 days or until you revoke it. The figures are worked out again each time it's opened, so later payments and credits show on it.

The portal (Client portal) shows their statement as it stands today: this month or this quarter so far, whichever your schedule uses. Both print.

Through the API

GET /api/v1/clients/{id}/statement works one out (with optional from, to and type), POST /api/v1/clients/{id}/statement/send emails it, GET /api/v1/statements lists what's been sent, GET /api/v1/clients/{id}/statement/links lists a client's statement links and DELETE /api/v1/clients/{id}/statement/links/{linkId} revokes one, and GET/PUT /api/v1/settings/statements reads and changes the schedule. See the API reference.