Can Quickbooks send automatic statements to clients with positive balances?

ComTech1 · ‎December 10, 2018

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?

qbteachmt · ‎December 10, 2018

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

qbteachmt · ‎December 10, 2018

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.

myrna · ‎December 10, 2018

Is there a way to make the above process automatic?

qbteachmt · ‎December 10, 2018

You issue Statements when you are ready to issue statements.

SoundPerformance · ‎December 10, 2018

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.

qbteachmt · ‎December 10, 2018

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.

SoundPerformance · ‎December 10, 2018

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.

qbteachmt · ‎December 10, 2018

@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.

SoundPerformance · ‎December 10, 2018

Enterprise

SoundPerformance · ‎December 10, 2018

Sorry. Enterprise Desktop.

matt10 · ‎December 10, 2018

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...

qbteachmt · ‎December 10, 2018

@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.

Megan-Payorcrm · ‎December 10, 2018

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

marc91215 · ‎January 09, 2019

qbteachmt

What is an "Established Community Backer"?

qbteachmt · ‎January 09, 2019

@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!

qbteachmt · ‎January 09, 2019

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/

matt10 · ‎April 15, 2019

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.

amandamaed · ‎August 07, 2019

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.

4trbhtyrnetrnyetyhnw · ‎September 21, 2020

I 100% agree with @matt. You are being both very snarky and very useless here. This is not the first time I have seen this community behave this way either. When an existing user highlights an issue and makes a request for help (especially when a high number of users are experiencing the same issue) the appropriate response is to find a solution. Instead the issues are marginalized and diminished.

At this point alternative accounting softwares are looking more and more appealing, compared to Quick Books. Sub-par is something to strive for for this community.

quickcut · ‎February 03, 2021

Hi amandamaed,

Thanks for your tip, surprised no one followed up with you on this. How do you do it exactly? I looked at ageing detail and it brings up open invoices for a customer but doesn't show the payments or give the ageing summary along the bottom? Vice versa if you run ageing summary report - you get the ageing but you don't get the transactions ie invoices and payments. Also couldn't see anyway to automate the process either?

Would be great if you could elaborate please.

Mike

quickcut · ‎February 03, 2021

Hi amadamaed,

Thanks for your tip, surprised no one followed up with you on this. How do you do it exactly? I looked at ageing detail and it brings up open invoices for a customer but doesn't show the payments or give the ageing summary along the bottom? Vice versa if you run ageing summary report - you get the ageing but you don't get the transactions ie invoices and payments. Also couldn't see anyway to automate the process either?

Would be great if you could elaborate please.

Mike

AlexV · ‎February 03, 2021

Good day, quickcut.

The A/R Aging Summary and A/R Aging Detail only show how much your customers owe and when it is due. We're unable to add a column for payments to it.

Currently, we need to generate and send manually the customer statement. I understand that you want to automate it so I'll forward this to our engineers.

Additionally, you'll want to visit our QuickBooks Blog. All our new features and innovations will be posted there.

Here are some of the links you'll want to check. These will explain the different reports available and how to customize them:

Keep your posts coming if you need anything else. Have a great day!

cabeebe100 · ‎February 19, 2021

Yes, if you’re performing those steps for a few clients it’s fine. If you have a complex billing process and need to send a monthly statement to many clients it’s an unacceptable waste of labor.

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Can Quickbooks send automatic statements to clients with positive balances?