Overview
Customer statements in Aspire give your customers a summary of what they owe. Each statement lists unpaid invoice balances and any unapplied credits for a property, making it easy to communicate outstanding amounts and follow up on payments. Sending statements on a regular basis helps you stay on top of collections and keeps your customers informed. Statements give customers a single view of everything they owe across their invoices, which can reduce back-and-forth and speed up payment.
Things to know
Statements are generated per property, not per customer. If a customer has multiple properties, each property's balances appear separately.
Credits not been applied to an invoice are included on the statement and continue to age until they’re applied.
Statements are emailed directly to a customer's billing contact or exported as a file to print.
The email option is only available when email sync is enabled for the user.
How it works
Aging buckets
Unpaid invoice balances age over time. The balance’s age is based on the customer's payment terms and the invoice date, not the date the invoice was sent. Aspire groups these balances into buckets based on how far past due they are:
Current - The invoice is still within the payment window based on the customer's payment terms.
1–30 - The balance is 1 to 30 days past due.
31–60 - The balance is 31 to 60 days past due.
61–90 - The balance is 61 to 90 days past due.
91+ -The balance is more than 91 days past due.
As time passes, unpaid balances move from one bucket to the next.
Example: A property has payment terms that require payment within 15 days. An invoice dated within 15 days of the due date appears in the Current bucket. An invoice dated 16 to 45 days ago appears in the 1–30 bucket, and so on.
Sending statements
Statements pull together these outstanding balances so you can share a clear snapshot of what customers owe. You generate statements in the invoicing module on the Receivables tab. After selecting one or more invoices, use the Bulk Actions dropdown to choose either Email Statement or Print Statement.
Email Statement — Sends the statement to the customer's billing contact by email. You can customize the recipient, subject line, message, and attached layout.
Print Statement — Exports the statement as a file. You can choose from several file formats, including PDF, Excel, and CSV.
Learn more about sending statements in our article about the Receivables tab.