Customer Statement Generation and Distribution
Sending monthly account statements to every active customer — showing open invoices, recent payments and current balance — is a routine task that still gets done through a manual export-and-mail-merge process at most companies, or skipped for smaller accounts entirely because there isn't time to do it for everyone. Customers who'd actually reconcile and pay faster if they had a clear, current statement instead have to piece their balance together from individual invoice emails, and the statement that does go out is often a week or two stale by the time it lands.
STARTING PRICE
From €99
Starter tier · Single-workflow automation, one core integration, fast turnaround.
Get a quote →Saves roughly 2-4 hrs/week for a mid-sized AR team.
How the automation works
We automate statement generation to run on a schedule, pulling each customer's current open invoices, recent payments and net balance directly from your accounting system rather than a stale export, and formatting it clearly enough that a customer's AP team can reconcile against it without a follow-up call. Statements are distributed automatically by email or customer portal to every active account, not just the largest ones, and can be triggered on demand for a specific customer when a collections conversation needs a current statement right now instead of waiting for the next scheduled run.
Process flow
- 01
Scheduled statement run trigger
On your set monthly (or custom) cadence, statement generation runs automatically for every active customer account.
- 02
Pull current account activity integration
Open invoices, recent payments and applied credits are pulled live from your accounting system for each customer.
- 03
Build the statement ai
A clear, standardized statement is assembled showing invoice detail, payment history and current balance, formatted for easy reconciliation on the customer's end.
- 04
Distribute to customers output
Statements are sent automatically by email or made available via customer portal to every active account on the scheduled run.
- 05
On-demand generation trigger
A current statement can be generated instantly for any single customer, useful when collections needs it mid-conversation rather than waiting for the next cycle.
Inputs
- Open invoices and payment history per customer
- Applied credits and adjustments
- Customer contact and delivery preferences
- Statement schedule and format settings
Outputs
- Distributed monthly customer statements
- On-demand statement generation
- Delivery confirmation log
- Statement-to-payment correlation tracking
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- A statement that shows a disputed invoice as a plain open balance without any indication of the dispute status will read as an error to a customer's AP team and generate confused, avoidable inbound queries — disputed items need a visible flag on the statement itself, not just internal tracking.
- Customers who've paid but whose payment hasn't been matched yet (cash application lag) will see a statement showing a balance they believe they've already cleared — sync statement timing with cash application status, or you generate exactly the confusing statement this automation is meant to prevent.
- Consolidated accounts — a parent company with several subsidiary buying entities — need a clear decision on whether statements roll up to one consolidated view or stay per-entity, since sending the wrong structure either overwhelms or under-informs the customer's AP team.
- Statement delivery preferences vary by customer (some want a portal link, some want a PDF attachment, some have a specific AP contact that changes) — keep delivery preferences current per customer, since a statement sent to the wrong contact just doesn't get read.
Frequently asked questions
Can statements be sent to every customer, not just our largest accounts?
Yes — since generation and distribution are automated, there's no marginal cost to covering every active account rather than a manually-maintained shortlist of key customers.
How does this handle disputed invoices on a statement?
Disputed items are shown with a clear flag on the statement itself, so the customer's AP team understands why that line isn't a straightforward payable rather than assuming it's an error.
Can a specific customer's statement be generated on demand?
Yes, outside the regular scheduled run, a current statement can be generated instantly for any single account, useful when collections needs an up-to-date document during an active conversation.
Does this work if we send statements through a customer portal instead of email?
Yes, delivery can be configured per customer preference, whether that's direct email, a customer portal upload, or both.