> For the complete documentation index, see [llms.txt](https://learn.withessential.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://learn.withessential.com/revenue/invoices/configure-and-automate-statements.md).

# Configure and automate statements

When you customize the statement PDF, use the preview tabs to check a current balance, a past-due balance, no open invoices, and account activity. Switching these examples changes only the preview; it does not edit the template or create an unsaved change. The statement email has one preview because its supported fields do not vary with invoice balance or statement type.

Choose the statement defaults and layout your team uses, and optionally schedule statement emails.

> **Where to find it:** Settings → Invoicing → Statements.

Changes take effect only when you select **Save statement settings**. Invoice settings permissions are required.

Customers can always select several open invoices and pay them together; there is no setting to turn this off. In the Customer Portal this works even when Statements is off, and individual invoice payments remain available.

## Enable statements

Statements are **off by default**. Turn on **Enable customer statements** and select **Save statement settings** to make statement tools available to staff and customers. Automatic emails remain off until you enable and save their schedule separately, including if older saved settings contained an active schedule.

Turning statements off hides the customer and property links, invoice statement actions, **By customer** view, billing-profile invoice list, and Customer Portal statement tab. It stops manual, bulk, and scheduled emails and disables existing statement links. Payments already started remain discoverable through their existing invoice or statement link or portal login, can still finish or be canceled, and retain their receipts. Turning statements back on does not restart the automatic schedule.

When enabled, an invoice link lets its holder see previously sent open invoices under the same customer's billing profile, without email verification. Other customers and separately billed profiles are excluded. Turning statements off hides that list while keeping individual invoice payment available.

## Defaults and layout

Choose whether to include invoices that are not due yet, which recipients to suggest, and whether customers can pay several invoices together. Portal visibility is controlled separately under **Settings → Customer Portal → Customer-facing sections → Show Statements** and is off by default. Customers can select and pay invoices together from **Invoices** (or **Invoices & Quotes**) even when Statements is off. Layout options control property grouping, aging summaries, and purchase order numbers. Saved statement PDFs keep the layout and balances they had when created.

Default recipients can be billing contacts, previous invoice recipients, or no automatic selection. Billing contacts assigned to a property receive that property's invoices. Previous recipients receive only invoices previously sent to their exact email address, including Cc. Addresses explicitly saved in a customer's **Statements → Preferences** receive its selected account scope; select people authorized to see those properties.

## Customize the PDF and email

Under **Statement PDF** and **Statement email**, review the rendered examples. Select the teal edit icon to edit the HTML and Liquid code. The email subject is editable too. Hover **Template variables** for the available fields, or select **Reset to default** to restore the standard template.

Keep `{{ statement_body }}` in the PDF to include the standard invoice or activity tables, and `{{ statement_url }}` in the email for the secure statement link. Preview your changes, then select **Save statement settings**. Invalid templates cannot be enabled. **Discard changes** restores your saved settings. New statements use the saved templates; existing statement PDFs retain their original template and balances.

## Separately billed properties

In the customer’s **Billing → Statements → Preferences**, choose whether to **Include separately billed properties**, then save. Hover, focus, or tap a dotted-underlined label for help. Existing accounts include separately billed properties unless you change this preference. When excluded, bulk and scheduled sends prepare separate statements for those properties. Each property uses its saved statement recipients, then its own billing contacts, then the customer defaults. Statements remain separate by brand.

For a property with its own billing profile, open its **Billing → Statements → Preferences** to save recipients or **Turn off automatic statements**. A property opt-out also excludes that property from automatic customer statements. Turning off the customer profile does not turn off separately billed property profiles. Manual sending remains available. The **View all open invoices** list stays within the invoice’s billing profile regardless of these statement delivery preferences.

Complete or cancel any combined invoice payment before adding or removing a property's separate billing profile. While a payment is pending, Essential keeps the existing billing profile and payment link available, including when bank verification is still required.

## Schedule statement emails

1. Verify your business notification email under **Settings → Business Profile**, then turn on **Send statements automatically**.
2. Choose a weekly or monthly schedule and a **Send time** (on the hour, 12 AM to 11 PM). The schedule uses your business timezone.
3. Choose open invoices or account activity. Scheduled activity covers the previous completed week or month.
4. For open invoices, choose whether to send only past-due balances. Set a minimum balance and the number of days to skip after a recent statement.
5. After statements have been enabled and saved, select **Preview recipients** to inspect current eligibility and skipped customers. Previewing does not save or send.
6. Select **Save statement settings** and review the next scheduled send.

Automatic sending starts with the next future occurrence after saving. It is off until enabled and saved. Each eligible recipient receives a PDF and secure link, with separate statements for each brand. Customers with no eligible invoices or recipients, balances below your minimum, or a recent statement inside your cooldown are skipped. If sender verification becomes unavailable, the schedule waits and retries when it is ready. Statement schedules do not change invoice reminders.

To exclude a customer, open their Billing panel, select **Statements → Preferences**, enable the automatic-statement opt-out, and save. Manual statement sending remains available.

## Delivery history

Each customer's **Statements → History** records saved statements and delivery attempts. An uncertain delivery is not automatically resent: check with the recipient before starting another send. Turn off automatic sending and save to stop future scheduled statements.

Related: [Create and share a statement](/revenue/invoices/create-and-share-a-customer-statement.md) · [Send statements to several customers](/revenue/invoices/send-statements-to-several-customers.md)


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