> 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/create-and-share-a-customer-statement.md).

# Create and share a customer statement

A statement brings a customer's previously sent open invoices together, showing the balance still owed on each invoice and how much is past due.

> **Where to find it:** Customers → open a customer → Billing → Statements. For a single property, open that property's Billing panel. You can also select **View statement** on the Invoices page when filtered to one customer.

1. In the top-right of **Statements**, select the document icon for **View statement**, or the envelope for **Send again** if a statement has already been emailed. Both open the statement options.
2. Choose a **Statement type**: **Open invoices** or **Account activity**. For open invoices, **Which invoices?** offers **All open invoices** or **Past-due only**. Account activity shows charges, payments, adjustments and a running balance between the **From** and **Through** dates.
3. Choose whether to include separately billed properties. If the invoices span multiple brands, choose a **Statement brand**; each brand gets its own statement. Select **Preview statement** to review it in the same modal, then **Back** in the upper left to return to your options. The preview’s **X** and **Escape** also return to your options without discarding your selections.
4. Select **Next**, or use the teal download and chain icons for **Download PDF** and **Share link**. Hover or focus an icon for its explanation.
5. **Share link** copies a short, secure link to your clipboard and shows it beside the chain icon. Select the clipboard icon inside the link field to copy it again. A confirmation appears above the modal. If your browser blocks copying, select and copy the visible URL.

Downloaded PDFs are named with the customer, **Statement**, and the download date in the business’s timezone—for example, **A\&L Properties Statement 2026-10-13.pdf**.

Sending a statement or creating a share link requires permission to create and edit invoices. Viewing and downloading statements requires invoice read access.

Statements must first be enabled under **Settings → Invoicing → Statements**. They are off by default. Total due and Past due appear beneath the Statements heading, alongside the last confirmed email and its recipients. The top-right icons open the invoice list, statement preview, **History** (clock), and **Preferences** (gear). Hover or focus an icon for its description. When Statements is off, Billing keeps its usual Total amount due and invoice-list link.

**Send again** prepares a new statement with current balances, then lets you review recipients before emailing. History keeps the original PDFs and shared links; it does not send old snapshots. Creating or downloading a statement does not count as emailing it.

The invoice-list shortcut opens **Statement invoices**, including balances with payments still processing. It keeps the statement’s property scope; **Customer billing only** excludes separately billed properties. Change the status tab or clear that filter to browse a wider set of invoices.

## Email a statement

Select **Next**. The modal follows two steps: **Statement details**, then **Choose recipients**. The second step shows recipients and their access without repeating the statement. Use **Back** or the first step in the header to change the options or open the preview again; your recipient edits are preserved. Saved recipients are preselected; add or remove contacts or email addresses, up to 10. Review each recipient’s properties, invoice count and total. Property contacts receive only their properties, and historical-recipient defaults include only invoices previously sent to that address, including Cc. A new address with no existing contact scope requires confirmation that it may see the displayed properties. Select **Send statement** to email each recipient their own PDF and secure link. Recipients appear at the top of the review screen. While sending, the dialog shows **Sending statement…**; afterward, **Statement sent** lists the recipients and stays open until you select **Done**. If delivery cannot be confirmed, the result identifies the affected recipients.

Each selected recipient receives a separate email, keeping their addresses private. History records the recipients and email attempt. If delivery cannot be confirmed for everyone, check with the recipients before creating and sending another statement. The app does not automatically retry an uncertain send. Manual sends do not change invoice reminders. To schedule statements, use [statement settings](/revenue/invoices/configure-and-automate-statements.md).

Statements include remaining balances after successful payments, including applicable late fees. Drafts, unsent invoices, paid invoices, voided invoices, deleted invoices, and written-off balances are excluded. Payments still processing are identified and are not deducted until confirmed.

## What customers see

The statement page shows current balances. Customers open an invoice to review or pay it, then use **View full statement** to return to the statement, or **View all open invoices** to browse their billing profile. Customers can select **Pay invoices**, choose up to 50 eligible invoices, review processing fees, enter a **Receipt email**, and make one payment. The receipt address stays visible when selecting or switching payment methods and when resuming the checkout. Once the payment settles, one consolidated receipt covers all included invoices. The receipt's **Paid on** date is the day the customer paid; when a bank payment settled on a later day, the receipt also lists that **Cleared** date, matching the payment card on each invoice. Customers can select **Download receipt** in the completed checkout once the receipt is ready. Statement PDFs and combined payment receipts use the standard invoice styling with your business branding. Invoice fee waivers are respected. Invoices already being paid, billed automatically, or with a balance above your business's maximum invoice amount are unavailable for combined checkout. The maximum applies to each invoice's balance, not to the combined total. A bank payment can remain pending; **Resume payment** returns to an unfinished checkout. Abandoned, unconfirmed checkouts expire after 30 minutes and are released by a periodic cleanup once the payment provider confirms cancellation. Bank verification and payments already processing keep their reservations. Canceling an eligible checkout releases all its invoices together. Individual invoice payment links remain available.

In an invoice’s payment details, a payment made together with other invoices reads **Part of a combined payment**; select **View all** to see the charge (dated the day the customer paid, with its cleared date when that was a later day), invoice allocations, processor fees and refunds, and download the consolidated receipt. When a processing combined payment fails, one follow-up task links its failed invoice payments. Refunds remain available from each invoice’s payment details.

The PDF preserves the balances when the statement was created. Its date or activity period appears beside **Download statement PDF** before downloading. The **Open invoices** tab shows current balances; **Account activity**, when available, shows the saved statement’s activity period. When included in the statement layout, aging appears in a gray panel below the totals.

Anyone with a statement link can view its invoices. Share it only with the intended recipients. Links expire after 90 days. New properties added to the customer do not automatically become visible through an existing link.

When statements are enabled, an ordinary invoice link opens that invoice, with a header link to other previously sent open invoices for properties under the same customer's billing profile. The header and **Pay Invoice** window show a red count when any of those other invoices are overdue. There is no email-verification step. Anyone holding the link can view those invoices, including invoices sent to other recipients in that profile. Other customers, separately billed profiles, drafts, and unsent invoices are excluded.

Selecting the other-invoices link opens a table with the total due and checkboxes to pay all or some of the invoices. Select an invoice number to view and pay it individually. See [How your customer pays online](/revenue/invoices/how-your-customer-pays-an-invoice-online.md).

After an invoice moves to another customer or property, or Property Billing is added, removed, or reassigned, its old link cannot expose the new billing profile's invoice list. Share a new statement for the current account.

Customers with Customer Portal access have a **Statements** tab only when **Show Statements** is enabled in **Settings → Customer Portal** and customer statements are enabled for the business. The portal setting is off by default. It respects their current property access and includes sent invoices for those properties, matching the portal’s invoice list. They can download a PDF or pay eligible invoices together.

## Account activity

Choose **Account activity**, then click **Statement period** and pick the first and last day on the calendar, covering up to one year and ending no later than today. The statement shows opening balance, charges, credits and payments, and closing balance. Its entries use the date changes were recorded. Where older activity was not recorded, the statement preserves an opening balance instead of reconstructing earlier changes. Processing fees do not reduce invoice balances. Refunds appear as activity but do not reopen an invoice.

## History and revoking access

Select **History** to see the latest 100 saved statements and download their original PDFs. Each row has teal action icons; hover or focus an icon for its explanation. Use the download icon for the original PDF, the chain to copy an active link, or the broken link to revoke access. Revoking a link preserves the PDF in history. Payments already started through the link can still be completed or canceled, but the statement and new payments are no longer accessible.

If an invoice is deleted or moved, or its property moves to another customer, the old statement link becomes unavailable. History identifies unavailable links and keeps their original PDFs downloadable. Create a new statement for the current account. Moving an invoice or property back to its original account does not restore an old link.

Property-specific statement history follows its property when it moves or is split into another customer. Its old links are revoked.

When customers are merged, or a customer's last property moves and closes the old account, statement history and original PDFs move to the surviving customer. Old statement links are revoked; create a new statement to share the current account's balances. After a split, statements covering one new account follow that account. Statements spanning multiple new accounts appear in their related history lists, labeled with the original account; the original PDF and delivery record remain available.

Related: [Browse your invoices](/revenue/invoices/see-and-browse-all-your-invoices.md) · [How your customer pays online](/revenue/invoices/how-your-customer-pays-an-invoice-online.md)

Related: [Send statements to several customers](/revenue/invoices/send-statements-to-several-customers.md) · [Configure and automate statements](/revenue/invoices/configure-and-automate-statements.md)


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