Customer statements by email
Pull up any customer's ledger for the dates you choose, with every invoice, return and payment and the balance after each one. When it is time to collect, email it to them as their statement straight from the contact page.
Customer statements in SeroPOS
Ledger for any period
Choose a date range and see invoices, returns and payments in date order on the customer's Ledger tab.
Running balance
Each line shows the balance after it, so you can see exactly when a balance built up.
Opening balance included
What the customer owed before you started with SeroPOS is part of the ledger from day one.
Email in one click
Send ledger emails the statement to the customer from their contact page.
Your own wording
The Send Ledger notification template sets the subject and message that go with each statement.
Pay due from the page
When the customer pays, take one payment against their total due from the same page.
The customer ledger
Open a customer under Contacts in the back office and go to the Ledger tab. Choose the date range, for example last month or the year to date. The ledger lists every invoice, sell return and payment in that period in date order, with the amount and the balance after each line. The opening balance from the customer record is included.
This is the clearest answer to the question every account customer eventually asks: what am I paying for? The ledger shows which invoices make up the balance and which payments were applied. It turns a long phone call into a short one. Customers are far more likely to pay promptly when they can see the detail behind the total.
Emailing the statement
From the customer's page, use Send ledger. SeroPOS emails the ledger for the chosen period to the customer's email address as their statement. The message itself comes from the Send Ledger notification template, which you edit once with your own subject, greeting and payment instructions. The statement is the same ledger you see on screen.
Email goes out through the system email or your own mail server, set in the Email Settings tab of Business Settings. Using your own server means statements come from your business address, which customers recognise and reply to. Check the email settings once with a test email, so statements do not end up unsent.
- Open the customer in Contacts
- Go to the Ledger tab and choose the dates
- Use Send ledger
- The Send Ledger template supplies the message
Monthly statements for account customers
For trade and house-account customers, a monthly statement keeps payment on track. At the start of each month, send each account customer their ledger for the previous month. Customers who see their balance regularly tend to pay sooner, and disputes come up while the invoices are still fresh. Make it a monthly routine.
The contacts report lists every customer's total sales, returns, opening balance and amount due in one table. Use it to decide who needs a statement and who needs a call. The dashboard's Sales Payment Due table shows invoices due in the next seven days. Start with the largest balances first.
Customers checking their own account
If you use the CRM, customers can also be given a portal login. The portal shows them their own ledger and sales whenever they want, without waiting for a statement. That suits trade customers who like to check their account before a payment run. It saves you sending statements on request.
When payment arrives, record it from the customer's page with Pay due, which applies one payment to their outstanding balance, or from Receive Payment, which lists their open invoices with age and balance. Either way, the ledger updates straight away. Either route leaves a clear record on the customer's ledger for next month's statement.
Frequently asked questions
How do I send a customer a statement?
Open the customer in Contacts, go to the Ledger tab, choose the date range and use Send ledger. The ledger is emailed to the customer's email address, with the message from your Send Ledger notification template. Check the date range before you send it.
What does the statement show?
The ledger shows invoices, sell returns and payments for the date range in date order, with the amount of each and the running balance. The opening balance from the customer record is included. It is the same view you see in the back office.
Can I change the email that goes with the statement?
Yes. Edit the Send Ledger template in Notification Templates. Set the subject and body, including payment instructions, and use tags for the customer's name and business details. Include how to pay you and who to contact with questions, so the customer has everything they need in one message.
Can customers check their balance themselves?
With the CRM, you can create portal logins for customers. They sign in to see their own ledger, sales and profile at any time, so they do not need to wait for a statement. Their view always matches yours. No waiting for a statement.
Can I see every customer's balance at once?
Yes. The contacts report lists each customer's total sales, sell returns, opening balance and amount due. Filter it by customer group to focus on trade or account customers. It is a quick way to see who to chase first. Start with the largest balances.