Send Customer Statement in ServiceWorks

Learn how to send statements to show customers summaries of their invoices, payments, credits, and balances.

When customers have outstanding balances or invoices that is overdue, you can send them a monthly customer statement showing month wise job activities and payment details.

Generate Statement

The statements in ServiceWorks are auto-generated. You need to only make a few choices about how you want your statements to look. Everything else is done for you.

1. Go to Accounting tab and select Statement from the dropdown.
2. Select the Month and Year of the statement.
3. You can filter statements to show All Invoices, Due Invoices or No Invoices.
4. You can also filter statements by phone, email, customer name, and account number.
5. Click Search to activate the search.
6. By default, statements for the last month have all invoices loaded up.
7. Click the statement link to open up the statement.
8. Total Due column shows the current due amount, even if the statement month is for an earlier month.
9. Hide Zero Balance works for the current month statement only. If you run statements for the previous month, it will ignore the hide zero balance checkbox.

Send Statement

Click the email link to email the statement to the customer.

You can format the statement email in the configuration.

Please take note of the following when viewing statements:

Statements will be marked as due at the beginning of the month following their creation (i.e. a statement created during the month of January will not appear as due until February 1st)

Statements will only appear within the monthly range in which they were created (i.e. a job serviced and scheduled in January will only appear whenever the statements for January and beyond are being generated)

When jobs are created, completed, and paid at a later date, the statement will appear as due until payment has been taken (i.e. a job completed in January but paid off in March will appear as due in the statement view for the months of January and February and appear as paid in the March statement)

Add financial charge to Statement

If the payments are overdue, you can configure financial charge for overdue payments.

1. Go to Configuration (service.works)
2. Click New Charge
3. Add Days Old and Percentage or Amount you want to charge when it is # number of days old.
4. Scroll down and then check Add Financial Charge checkbox.

If your financial charge is not setup you will see this red banner on top of Statement page.

If your financial charge is setup correctly, then the additional links will show up in your grid.

1. Click Get Financial Charge to see the current charge.
2. Click Apply Financial Charge to apply the charge to the current statement of this month. You can’t APPLY financial charge to old statements
3. View statement and the financial charge will be visible.
4. You won’t be able to ADD double financial charge. Once a charge is applied, even if you reapply the statement will not reflect the new charge.

Bulk Apply Financial Charge

You can also apply financial charges all at once by selecting all the statements and clicking Apply Financial Charge from action button on top right.