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Level 1

Can Quickbooks send automatic statements to clients with positive balances?

We manually create and send statements to clients each month.   This is a tedious process.  Is it possible to automate this so an email is sent automatically the first of each month to all clients with a positive balance?

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Best answer 12-10-2018

Accepted Solutions
Level 15

Tedious? Customers menu or Home Page. Create Statements....

Tedious?

Customers menu or Home Page.

Create Statements.

Put the Date, such as Today.

Pick the date range, such as Jan 1-Today.

Look on the Right. Select, such as Not for accounts at 0, and Not for accounts under .01.

I then Preview. If I like how it looks, I close the Preview and hit Email.

Pay attention to Preferred Send Method; I also use Customer Type, such as "ACH or not" and that allows me Not to send a statement to someone when I know I control the ACH activity.

View solution in original post

17 Comments
Level 15

Tedious? Customers menu or Home Page. Create Statements....

Tedious?

Customers menu or Home Page.

Create Statements.

Put the Date, such as Today.

Pick the date range, such as Jan 1-Today.

Look on the Right. Select, such as Not for accounts at 0, and Not for accounts under .01.

I then Preview. If I like how it looks, I close the Preview and hit Email.

Pay attention to Preferred Send Method; I also use Customer Type, such as "ACH or not" and that allows me Not to send a statement to someone when I know I control the ACH activity.

View solution in original post

Level 1

Is there a way to make the above process automatic?

Is there a way to make the above process automatic?
Level 15

You issue Statements when you are ready to issue statements.

You issue Statements when you are ready to issue statements.
Level 2

It is obvious to me that these people do not have hundred...

It is obvious to me that these people do not have hundreds of businesses that they repeatedly do business with month over month. It is tedious. With all of the tools and options in QB and especially with Enterprise you would think that you could set up a automated process with your repeat customers that pay monthly a continuously changing balance. I had the same question as ComTech1 so I feel his pain.
Level 15

Statements are Not Automatic. You have to generate them....

Statements are Not Automatic. You have to generate them. They are Hybrids of a report on a template (layout design) that you can customize. They are Run on Request and do not exist, otherwise.

There is no Automatic; this program doesn't know if you just got off the phone with someone who is coming by to Pay Now.

Here is what is Automatic: on Every Invoice Template you can Customize it and in the Footer, you can include the Customer's Total Balance, so that they see it when you email them. For instance, I have 84 "automatic" monthly (month end) invoices. Half of the customers are set up for email.
Level 2

Interesting.  Under that assumption nothing is automatic....

Interesting.  Under that assumption nothing is automatic. I have automated recurring bills, recurring payments and recurring transfers. I just counted all of the automated transactions that I have reoccurring on specific dates weekly, monthly and yearly....28. I also have 9 additional memorized transactions that I use through out the our year cycle and use them when appropriate. Anyways I'm being unproductive try to prove a point that does not matter. I run 5 businesses on 5 different QBs and have automated transactions on all of them (the above mentioned transactions are just one of the companies). Generating statements would be nice so that is one less thing I have to be on my staff to do every month for all of our customers and customer types.
Level 15

@SoundPerformance Using the word "Recurring" indicates yo...

@SoundPerformance
Using the word "Recurring" indicates you might be using QB Online. This topic is for using QB Desktop. These tools are not that much alike.
Level 2

Enterprise

Enterprise
Level 2

Sorry. Enterprise Desktop.

Sorry. Enterprise Desktop.
Level 1

Useless snarky customer service for this as usual. I also...

Useless snarky customer service for this as usual. I also need this, or at least auto invoicing for certain customers who want this, we have multiple salesmen and hundreds of customers, a few require emailed invoicing and it is hard to remember which for all of our staff. And yes it is tedious, when there is so much that can be automated these days. This powerful tool is lacking in so many obvious areas, currently looking for a QB replacement...
Level 15

@matt "Useless snarky customer service for this as usual...

@matt

"Useless snarky customer service for this as usual."

Did you know this is a Peer User community? No one here is being Snarky. Everyone here tries to be helpful, or it isn't worth your time to participate. Thanks.
Level 4

There are apps that work with QB desktop and automate sta...

There are apps that work with QB desktop and automate statements along with accepting customer payments.

One such app is - https://appcenter.intuit.com/app/apps/appdetails?shortName=payorcrm&locale=en-US

PS: I work with the above app company

Level 1

Re: Can Quickbooks send automatic statements to clients with positive balances?

qbteachmt

What is an "Established Community Backer"?

 

Level 15

Re: Can Quickbooks send automatic statements to clients with positive balances?

@marc91215

 

"qbteachmt

What is an "Established Community Backer"?"

 

I have no idea; Intuit has these designations as part of their expectation that this is a Social Networking Platform and that we all are here for fun, not for business. So, in the "old" platform, about a dozen of us "power users" are "badged" as designated All Stars. The Intuit Employees have a Badge and their username has Intuit in it, at the Old Platform for peer user community forum. Now that they are trying to migrate to this Community, an update of their old Social Networking for business owners, they seem to have enabled over a dozen badges: likes, kudos, cheers, ask, ask More, read, share your website, trailblazer, loved, contributor, 7-day streak, 30-day streak, etc. Have you clicked top right on your own Avatar and then go to your Profile page, the top right, see Latest Badges Earned? It seems to be some sort of scavenger hunt process.

 

Right now, you are an Established Member; see what happens after a bit more participation. I will kudo your reply here, or whatever shows available. Let's see if I can get you some Frequent Flyer Miles!

Level 15

Re: Can Quickbooks send automatic statements to clients with positive balances?

Here, I found a blurb about the old "ownit.com" that is now This Community: "

App usefulness

Discussing some of the ways in which QuickBooks apps are helping small business owners, Barber touched on the way that cloud tools are helping to eliminate double-entry of data, along with other inconveniences. While Intuit is still finding ways to have QuickBooks’ apps talk to each other and share data to help business owners, there’s already a clear showing of these tools allowing business owners to spend more time growing the business and less time running the business.

A highlight of the interview was discussion about Intuit’s Own It network, an online service “where small businesses can connect with each other, ask questions, answer questions and really help move their business forward.”"

 

And this is the old Forum platform that is going away, integrated here for about a 3-month transition:

https://community.intuit.com/

Level 1

Re: @matt "Useless snarky customer service for this as usual...

You are giving QB tech tips out to customers on their official forum, I would consider that "customer service", regardless of weather you volunteered this useless info or not. Defending Intuit's choice not to implement a useful feature doesn't help anyone here. You should have just said "No, there's no way currently" or just kept your mouth shut all together. We know how to create statements... OP never asked you to explain your tedious process. Not sure how you got best answer with that awful response.

Level 1

Re: Can Quickbooks send automatic statements to clients with positive balances?

Hi there! it's not exactly the same but just as effective. I send A/R aging Details automatically through the reports menu. Little bit of a pain to set up but once it's read you can set it and forget it. Plus it's customizable as far as intervals.

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