Automatic Customer Statement Mailing
This settings screen turns on an automatic process that, once a week, checks which customers have overdue invoices and emails them their account statement, without anyone having to generate or send it by hand. It's a recurring collection reminder that keeps your customers up to date on their outstanding balance.
What is it and what is it for?
When this feature is enabled, an internal AdmCloud process reviews your company every day and, on the day of the week you choose, automatically emails an account statement to every customer who has at least one invoice more than 7 days past due with an outstanding balance. There's no need to open the account statement screen or trigger a bulk mailing by hand: once configured, the sending happens on its own, week after week.
The email includes the balance summary by currency, the overdue summary, the detail of every document (date, due date, age and balance), and a shortcut button to the Customer Portal, so the customer can review their account or pay online.
How the sending works
- The process runs every day, but it never sends on Saturdays or Sundays, nor on any other day of the week that doesn't match the day you configured.
- For each customer, it checks whether they have Accounts Receivable documents with an outstanding balance more than 7 days past due; a customer who is current, with no overdue invoices, doesn't get an email that week.
- It only emails the customer's contacts that are marked to receive these notifications (see below). If the customer has no contact marked with a valid email address, they don't receive the mailing.
- If you set a BCC (blind copy) address, that address receives a copy of every statement sent, without the customer seeing that it was included.
- Every successful send is recorded in the customer's log, within their Accounts Receivable record.
For a contact to receive these emails, they need their email address filled in and the "Include in Statement Emails" checkbox marked on that customer's Contacts screen. You can mark as many contacts as you want per customer (for example, the accounts-payable clerk and their supervisor).
How to use it, step by step
- Open Automatic Statement Mailing from the Tools menu.
- Check the Enable box to turn on the weekly automatic mailing.
- Pick the Day of Week on which you want the process to run for your customers with overdue invoices.
- If you want someone on your team (for example, your collections desk) to receive a copy of every email sent, enter their address in BCC.
- Click Save to apply the settings.
-
Before letting it run, use the Test Mailing button to send
yourself a preview email in the same format your customers will receive (with sample customer
and document data), so you can confirm it looks right. You can enter several email addresses
separated by a semicolon (
;). - Check the Contacts screen of each customer to confirm at least one of their contacts has the option to receive statement emails turned on.
Key fields
| Field | What it's used for |
|---|---|
| Enable | Turns the whole weekly automatic statement mailing on or off. If it's off, no customer receives an automatic email, even if they have overdue invoices. |
| Day of Week | The day the automatic process checks your customers with overdue invoices and emails them their statement. The mailing never runs on a Saturday or Sunday. |
| BCC (blind copy) | One or more email addresses that receive a copy of every statement sent to customers, without the customer seeing it. Useful so your collections team can keep track of what was sent. |
| Test Mailing | Sends a sample email (with a fictional customer and documents) to the address or addresses you enter, so you can review the design before turning on the real mailing. |
Validations when saving
- The Day of Week is picked from a fixed list (Sunday through Saturday); you can't enter a value outside that range.
- Neither the Day of Week nor the BCC field is required to save: you can turn on Enable without filling in the BCC.
- For the Test Mailing, at least one email address is required; leaving it blank triggers a message that an email address is required.
Availability
- Access to this screen is controlled by the "Configuration" permission of the user group (System Administration module).
- No plan restriction was found: the feature is available on every AdmCloud plan.
- The automatic mailing never runs for demo companies or closed companies, regardless of this setting.
- Sending depends on there being Accounts Receivable invoices with an overdue balance and on customers having contacts marked to receive these emails; without both conditions, nothing is sent even if the feature is enabled.
Tips and common mistakes
Always use the Test Mailing before turning the feature on. It lets you see exactly the format, the overdue highlighting and the Customer Portal link your customers will receive, using sample data, without affecting any real customer.
"A specific customer isn't getting the email." First check that the customer has at least one contact with a valid email and the "Include in Statement Emails" box checked, and that they actually have an overdue invoice (more than 7 days past its due date) with an outstanding balance. A customer who is current, with no overdue invoices, doesn't get an email that week.
BCC is optional but very useful for collections. If your collections team needs to know who received a statement and when, set their email here so they get a copy of every mailing without the customer noticing.