Send Customer Statements

Use this guide when you need to send statements of account to customers from NexWave using the Process Statement Of Accounts form. The form supports two report types, per-customer downloads, a bulk Download All ZIP, parent-customer consolidation, scheduled auto-email, an extra Not Yet Due ageing bucket, and a templated footer.

A single Process Statement Of Accounts record produces one PDF per customer. You can download one PDF, download all PDFs as a ZIP, or send the PDFs by email.

Choose the right statement run

Start by deciding what job the statement needs to do. This prevents customers being missed, statements being sent twice, or activity statements being used when an outstanding-balance statement would be clearer.

You need to	Use	Main checks
Send month-end activity with opening balance, transactions, and closing balance	General Ledger statement	Use From Date and To Date. Decide whether zero-balance customers with activity should be included.
Chase unpaid invoices as at today or month-end	Accounts Receivable statement	Use Posting Date. Decide whether credit-balance customers should be included.
Send one customer a copy without emailing a batch	Row Download	Save the form, download that row only, and do not click Send Emails.
Send a recurring monthly or quarterly batch	Enable Auto Email	Check the schedule, sender, recipient emails, and filters before enabling it.
Consolidate child customers under a parent customer	Send To Parent Group	Confirm the customer group represents the parent customer before fetching.

Pick the statement type

The Report field drives the rest of the form.

Type	What the customer sees	When to use it	Date inputs
General Ledger statement, also called Activity Statement	Opening balance at the start of the period, every transaction in the period, and closing balance at the end.	Month-end statements where the customer expects to see activity, not just the balance owing.	From Date and To Date.
Accounts Receivable statement, also called Outstanding Statement	The list of unpaid invoices as at a single date, with due dates and outstanding amounts.	Chasing money. The customer needs to know what is still owed today.	Posting Date.

The two types share the same customer table, email setup, print preferences, and actions. Only the filters and rendered PDF differ.

Side by side, the rendered statements look like this:

General Ledger statement PDF showing opening balance, period activity, and closing balance

General Ledger statement: opening balance, every transaction in the date range, and a closing balance row.

Accounts Receivable statement PDF showing only unpaid invoices

Accounts Receivable statement: unpaid invoices as at the posting date, with invoiced, paid, credit-note, and outstanding amounts.

Both statement types can include the standard 0-30, 31-60, 61-90, 91-120, and 120+ day ageing buckets when Include Ageing Summary is ticked.

Before you start

You will need:

Customers with either Billing Email or Primary Contact Email available. Without an email, you can still download the statement, but NexWave cannot email it automatically.
Customer contacts set up with Is Primary Contact or Is Billing Contact where your business uses contact-level email control.
An outgoing Email Account configured. See Setting Up the Default Outgoing Email if you have not done this yet.
For an Accounts Receivable statement: at least one submitted Sales Invoice with an outstanding balance for each customer you want to chase.
For a General Ledger statement: posted invoices, payments, credit notes, or journals on the receivable account in the reporting period.
Permission as an Accounts User, Accounts Manager, or System Manager.

Before sending a large run, clear obvious allocation issues first. If a customer has an unallocated payment or credit note, reconcile or allocate it before sending statements so the PDF shows the cleanest balance. See Reconcile and Allocate Payments.

Step 1: Open the form

In the awesomebar, search for Process Statement Of Accounts and click + Add Process Statement Of Accounts.

Give the record a clear internal name, such as April 2026 Statements or Q3 Activity Statements. The name is not visible to customers.

Step 2: Pick the report type and company

Field	What to set
Report	Pick General Ledger or Accounts Receivable.
Company	Pick the company sending the statements.

Step 3: Fill in the report filters

The Report Filters section changes based on the Report you chose.

Option A: General Ledger filters

General Ledger statement form

Field	Notes
From Date / To Date	The date range the statement covers. The opening balance is calculated as at From Date, and the closing balance is calculated as at To Date.
Project and reporting dimensions	Optional. Use these when you need statements for a business unit, project, location, or other reporting dimension.
Account	Optional. Defaults to the customer's receivable account. Set this only if you post receivables to multiple accounts.
Finance Book	Optional. Filters to a specific finance book if you use them.
Currency	Optional. Pick the presentation currency for the statement. If you leave it blank, the statement uses the customer's billing currency.
Categorize By	Categorize by Voucher shows each ledger entry under its source voucher. Categorize by Voucher (Consolidated) groups entries into one net line per voucher.
Ignore Exchange Rate Revaluation and Gain / Loss Journals	Hides FX revaluation journals from the statement. Most teams tick this because revaluation entries are not usually helpful for customers.
Ignore System Generated Credit / Debit Notes	Hides automatic credit notes and debit notes when those notes make the statement noisy.
Show Remarks	Adds the Remarks value from each voucher to the statement line.

For a normal month-end activity statement, use the exact bank or accounting period dates and decide whether Include Zero Balance Activity Customers should stay ticked. If the purpose is only debt collection, untick it so customers with activity but no closing balance do not receive a statement.

Option B: Accounts Receivable filters

Accounts Receivable statement form

Field	Notes
Posting Date	The single as at date. Only invoices outstanding on that date appear on the statement.
Payment Terms Template	Optional. Filters to invoices that use this payment terms template.
Sales Partner / Sales Person / Territory	Optional. Filters by the value on the invoice. Useful for partner-managed or territory-managed customer groups.
Based On Payment Terms	Tick to break invoices into their individual payment-term instalments, with separate due dates and balances.

For a debt collection run, set Posting Date to the date you want customers to treat as the balance date. If a customer has a net credit balance and you still want them included, tick Include Credit Balance Customers in the customer selection section before fetching.

Step 4: Pick customers with Fetch Customers

Use Fetch Customers for normal statement runs. This is the safest path because NexWave builds the customer list from your filters and fills Customer Name, Billing Email, and Primary Contact Email for each row.

The Customers section lets you select customers in bulk.

Field	Notes
Select Customers By	Pick Customer Group, Territory, Sales Partner, or Sales Person.
Recipient	Pick the specific group, territory, partner, or person.
Exclude Customer Groups	Optional. Customers in these groups are skipped, even if they match the selected recipient.
Payment Terms Templates	Optional. Restricts the run to customers with these payment terms templates.
Send To Primary Contact	Tick to send to Primary Contact Email. Untick to send to Billing Email.
Send To Parent Group	Tick when a parent customer should receive one consolidated statement for child customers.
Show Customer IDs in the Statement	Adds the customer's ID to the rendered statement.
Include Zero Balance Activity Customers	Available on General Ledger statements. Leave ticked when customers with period activity should receive a statement even if their closing balance is 0.00. Untick when the run should only include customers with a non-zero closing balance.
Include Credit Balance Customers	Available on Accounts Receivable statements. Tick when you want to include customers whose net balance is a credit.

Click Fetch Customers. NexWave loads the matching customers into the Customers table.

Who gets included depends on the report type:

Accounts Receivable includes customers in the selected group, territory, partner, or sales person with at least one outstanding invoice as at the Posting Date.
General Ledger includes customers with activity, opening balance, or closing balance on a receivable account in the From Date to To Date range.
Send To Parent Group groups child customers under the parent customer where the customer group represents that parent.

Customers section after Fetch Customers, showing populated Billing Email, Primary Contact Email, and row Download buttons

Confirm the customer population

Before emailing, check that the fetched list matches the run you intended.

If you expected	Check
One customer group	The customer belongs to the selected Customer Group, and the group is not listed under Exclude Customer Groups.
A parent customer statement	Send To Parent Group is ticked, and the relevant child customers are grouped under the parent customer.
Customers with zero closing balance but period activity	Include Zero Balance Activity Customers is ticked on a General Ledger statement.
Customers with credit balances	Include Credit Balance Customers is ticked on an Accounts Receivable statement.
Only customers with balances owing	Use Accounts Receivable, check Posting Date, and leave Include Credit Balance Customers unticked unless you also want credit balances.

If a repeat monthly run needs a stable customer list, use a dedicated Customer Group, Territory, Sales Partner, or Sales Person selection rather than manually adding rows each month.

Step 5: Review recipient emails before sending

Review the Customers table after fetching and before using Send Emails.

Check	Why it matters
Customer Name	Confirms the row is for the customer you intended to include, especially where customer IDs are similar.
Billing Email	Used when Send To Primary Contact is unticked. This is usually the accounts inbox or billing contact.
Primary Contact Email	Used when Send To Primary Contact is ticked. This is usually the main operational contact.
Send To Primary Contact	Controls which email column is used when the statements are sent. Review this before bulk sending.
CC To	Adds the same copied recipients to every email in the run. Use this only for shared internal inboxes or agreed copied recipients.

NexWave can show both Billing Email and Primary Contact Email on the same customer row. This helps you choose the correct sending mode without editing the row by hand.

If a customer row has no usable email:

Open the Customer or Contact record.
Add or correct the billing or primary contact email.
Return to the Process Statement Of Accounts record.
Click Fetch Customers again, or reselect the manually added customer row.

Untick or remove rows you do not want in this run. Use the row Download button to check one statement before using Send Emails.

Adding one customer manually

Prefer Fetch Customers whenever the customer should be included by a repeatable filter. Manual rows are for exceptions, such as a one-off customer outside the selected group.

If you need to add one row manually:

Click Add Row in the Customers table.
Select the customer in Customer.
Wait for Customer Name, Billing Email, and Primary Contact Email to populate.
Save the statement record before downloading or sending.
If an email field is blank or wrong, fix the Customer or Contact record, then fetch or reselect the customer again.

Avoid typing partial email text directly into the Customers table. If the row does not populate cleanly, correct the source Customer or Contact and refresh the row.

Step 6: Preview or download safely before sending

You can test a statement without sending any customer email.

To check one customer safely:

Save the Process Statement Of Accounts record.
Find the customer row in Customers.
Click the row Download button.
Review the PDF for the customer name, date range, balance, ageing, footer, and letterhead.

The row Download button creates a PDF only. It does not queue any customer emails.

Use Send Emails only when you are ready to email every pending customer row in the table.

Step 7: Ageing summary

Tick Include Ageing Summary in Print Preferences to show the standard ageing buckets at the top of each statement.

Field	Notes
Ageing Based On	Pick Due Date when you want ageing to respect payment terms. Pick Posting Date when invoices should age from the date they were raised.

NexWave adds a Not Yet Due bucket. When Ageing Based On is Due Date, invoices whose due date has not arrived yet show in this bucket instead of the 0-30 bucket.

Step 8: Print preferences

Field	Notes
Orientation	Pick Portrait or Landscape. General Ledger statements often read better in landscape.
Page Break After Each SoA	Tick if you want a hard page break between customers in a combined PDF.
Letter Head	Pick the company letterhead template.
Terms and Conditions	Optional. Appends a Terms record to the bottom of every statement.
PDF Name	Optional. Use a clear customer and date pattern so downloaded files are easy to identify.
Add Statement Footer	Tick to add a custom footer to every generated statement.

Step 9: Email settings

Field	Notes
Subject	The email subject line.
Body	The email body. Use the help text on the form for supported placeholders.
Sender	The Email Account to send from. Pick a customer-facing account, such as your accounts inbox.
CC To	Optional. Each row is a static CC address added to every email in the run.

Email Settings section with sender, PDF name, subject, and body fields

The help text panel under the examples section shows the supported placeholders and example wording.

Before sending, check that Sender is the intended customer-facing email account. If it is blank or wrong, select the correct account before clicking Send Emails.

Step 10: Choose the action

Click Save. Once saved, the form gives you the following actions.

Download one customer

Click the row Download button in Customers. NexWave generates the PDF for that customer and downloads it immediately. This does not send an email.

Download all statements

Click Actions > Download All. The Download All Statements dialog appears.

Download All Statements dialog

Field	Notes
Email me the download link when ready	Tick to receive the download link by email when the ZIP is ready. Untick to wait for the link in the browser.

Click Generate. NexWave queues a background job that builds one PDF per customer, zips them together, and either emails you the link or shows it in a notification.

Customers with no email and customers whose PDF generation fails are listed in an errors.txt file inside the ZIP.

The ZIP is capped at 500 customers per run. If you have more than 500 customers, narrow the filters or split the work into multiple Process Statement Of Accounts records.

Send emails

Click Actions > Send Emails when you are ready to send the statements to customers. NexWave queues one email per pending customer row, with the customer's PDF attached.

NexWave uses Primary Contact Email when Send To Primary Contact is ticked. It uses Billing Email when Send To Primary Contact is unticked. Any addresses in CC To are copied on every email in the run.

The Email Status banner updates with sent, pending, and failed counts. If a row fails, expand the status information and correct the email address or statement issue before retrying.

Safe send checklist

Before clicking Send Emails, confirm:

The Report type matches the purpose of the run.
The date fields match the period or as-at date you want customers to see.
The Customers table contains the expected rows and no duplicates.
Send To Primary Contact points at the email column you intend to use.
Sender, Subject, and Body are ready for customers.
One row Download has been checked successfully.
The same statement run has not already been emailed from another saved record or auto-email schedule.

Step 11: Auto-email schedule

To send the same statement run on a recurring schedule, tick Enable Auto Email.

Field	Notes
Frequency	Pick Daily, Weekly, Biweekly, Monthly, or Quarterly.
Start Date	The first date the schedule fires.
Filter Duration (Months)	Used by General Ledger statements only. The date range is calculated by counting back this many months from each scheduled run. Accounts Receivable statements use the run date as the Posting Date.

When Enable Auto Email is ticked, the date fields hide because NexWave calculates them at scheduled run time.

Use auto-email only for stable recurring populations. Review the customer selection, sender, and schedule before turning it on. If a manual run is also being sent for the same period, leave auto-email off or confirm the schedule will not send the same statements again.

Statement footer template

If you tick Add Statement Footer, NexWave appends a custom block at the bottom of each rendered statement.

Use the footer for standard remittance instructions, payment terms, account contacts, or a short overdue-payment note. Keep the wording general unless your implementation consultant has configured conditional footer logic.

After sending

After a statement run has been sent:

Review the Email Status banner for failed rows.
Correct any missing or invalid email addresses on the Customer or Contact record.
Re-fetch or reselect the affected customer row after correcting the source record.
Download one corrected statement before retrying.
Retry only the rows that still need to be sent, rather than sending the whole batch again.

If customers reply with payment details or credit-note questions, update the receivables records first, then rerun or re-download the affected statement only if the statement balance changed.

Troubleshooting

Symptom	What to check
Fetch Customers returns nobody in Accounts Receivable mode	The Posting Date may be before the invoices were raised, the selected customer group may have no outstanding invoices, or Include Credit Balance Customers may be unticked while all matches are credit balances.
Fetch Customers returns nobody in General Ledger mode	No matching customer has activity, opening balance, or closing balance for the From Date and To Date range. Widen the range or pick a different recipient.
A customer is missing from a customer-group run	Check the customer's Customer Group, Territory, Sales Partner, or Sales Person value against the Select Customers By and Recipient values used on the statement. Also check Exclude Customer Groups.
The parent customer is missing	Check whether Send To Parent Group is ticked and whether the customer group is set up to represent the parent customer.
A customer with activity is missing from a General Ledger statement	Check whether Include Zero Balance Activity Customers is unticked. If the customer finished the period at 0.00, tick it and click Fetch Customers again.
A credit-balance customer is missing from an Accounts Receivable statement	Tick Include Credit Balance Customers, then click Fetch Customers again.
Customers with no amount owing appear on a General Ledger run	Untick Include Zero Balance Activity Customers if the run should only include customers with non-zero closing balances.
Customers are fetched but their statements are empty	For General Ledger statements, the From Date and To Date range may not contain activity. The customer may have been included because of an opening or closing balance.
A customer's email is missing in the table	Check the Customer and Contact setup. Add or correct the contact email, then fetch or reselect the customer again.
The statement would send to the wrong email column	Check whether Send To Primary Contact is ticked. Tick it for Primary Contact Email, or untick it for Billing Email.
The sender is wrong	Select the correct Sender in Email Settings. If the account is not available, ask an administrator to check the outgoing Email Account setup.
A manually added row shows an incomplete email value	Clear the row, fix the Customer or Contact record, then add or fetch the customer again. Do not send until Billing Email or Primary Contact Email looks correct.
A recipient receives more emails than expected	Check for duplicate customer rows, parent-customer consolidation, CC To, auto-email schedules, and whether another saved statement record already sent the same period. NexWave sends one email for each pending customer row.
You need one statement without emailing anyone	Save the form and use the row Download button. Do not use Send Emails.
Download All times out or fails	The customer count may be over 500. Split the run into smaller batches.
Footer template errors when previewing	Simplify the footer wording, then save and download one statement before emailing.
Wrong currency appears on the PDF	For General Ledger statements, set Currency explicitly. If you leave it blank, customers can use different billing currencies.
Ageing buckets do not match the Accounts Receivable and Ageing report	Check whether Ageing Based On matches between the statement and the report.
Email Status shows failed rows	Expand the status information and check for invalid email addresses, missing recipients, or PDF generation errors. Correct the source Customer or Contact record before retrying.
A statement still shows an invoice as unpaid after payment was received	Run Payment Reconciliation for the customer and allocate the payment or credit note to the invoice, then download the statement again.