Statements

Statements are the monthly bill you send charge-account customers (one document per customer, listing the outstanding activity for the period). The settings that shape how a statement prints, including double-sided printing and the #10 window-envelope address layout, are company-wide and live under Admin > Communications > Statements (not Admin > Settings).

In the POS mode > Customers left tab > Statement runs top tab, you generate and send statements in bulk. For a single customer, per-customer statement settings live on the customer detail page under Settings.

Is sending statements automatic?

Rundoo generates a statement run for you automatically once a month, on your Statement day. But it doesn't send anything on its own. Generating a run (automatic or manual) and delivering it (printing, mailing, or emailing) are two separate steps, and delivery is always something you do by hand.

So if you're wondering "do I need to generate a run myself or can I use the auto-generated one?" and "do I have to do anything to email or print statements, or is that automatic?", the answer is: the monthly run is generated for you, but you send it. When it's ready, the Statement runs tab shows a banner reading "Your automatic monthly statement run for {period} is ready to send" (not "has been sent"). Click View details to open the Send statements modal and choose how each customer gets their copy:

• By mail, Download the PDF packet to print and hand-deliver or post.

• By email, Send statements emails each customer's statement to the contacts on file.

Nothing is emailed or printed until you do one of those. You can also generate a run by hand any time instead of waiting for the monthly one (see Running statements in bulk) — the automatic run just saves you the generate step on your billing day.

What's required to run a customer statement

For a customer to be eligible for a bulk statement run, a few things have to be true:

1. A balance they actually owe. The customer's total balance at the end of the statement period has to be positive. Credits count toward that total, so a customer whose total balance (credits included) is $0 or negative is skipped, with no statement generated at all, nothing prints and nothing emails. Rundoo checks this automatically on every bulk run, so a credit customer is left out even if you check them in the Select customers table or use Select all. There's nothing to configure and no reason to uncheck credit customers by hand. The one exception is Generate and send from a single customer's own page, which skips the check on purpose and generates a statement at whatever the balance is (see Running a single statement).

2. A statement-based Finance term on the customer. Assigning a term like Net 30 Statement or Net 10th (anything ending in Statement) is what turns a customer into a charge account and opts them into statement runs. Set on the customer detail page under Settings > Financing > Finance term. Customers on Invoice-based terms (Net 30 Invoice) get individual invoices, not statements.

3. A delivery channel. For email delivery, the customer needs at least one Contact with an email address on the customer detail page. Customers without any contact email are skipped from the email count and have to be handed a printed/PDF copy instead. For mail delivery, no extra config needed.

4. (Optional) Autopay setup. If you want statements auto-charged to a card or bank, the customer needs Autopay statement balances enabled in their Settings > Statements section, plus a saved payment method on file.

If a customer statement isn't running for someone, walk those checks first. A $0-or-credit balance and a missing Finance term are by far the two most common causes.

What's on a statement

Every statement is a one-page-or-more PDF per customer. The top of the page shows who it's for, the statement date, and a balance summary, Total balance, then an aging breakdown (Current, 1-30 days, 31-60 days, 61+ days), plus Finance charge and Credits. Under the summary, a single table lists every relevant row for the period, one line per invoice, payment, finance charge, or credit.

The columns are DATE, DUE, IDENTIFIER, TYPE, PO, JOB, ORIGINAL, BALANCE. The TYPE column is the one to know:

• Invoice, a charge-account sale that adds to the balance.

• Payment (a bill payment the customer made), shown as a negative ORIGINAL.

• Finance charge, interest assessed on overdue balance (see Finance charges).

• Credit (a credit memo or refund-to-account), also negative.

What fills the table depends on the Statement type set on the customer:

• Open item (default). Only lists line items that were still open at the end of the statement period. Payments that fully paid down earlier invoices drop off. Use this when a customer asks for a statement showing just what they owe.

• Balance forward. Shows a starting balance from prior periods, every transaction in the period (invoices, payments, finance charges, credits), and the ending balance. Use this when a customer wants a running ledger.

The informational banner on the Generate statement page is a good reminder: "Open item statements will contain line items that were open as of the end date of the selected date range."

Running statements in bulk

Bulk runs are the normal way to send statements (one run covers every eligible charge-account customer for the period).

On the Statement runs tab you see every past run as a row: Statement period, Date sent, Created at, Generation type (Manual or automatic), and the count of Statements in the run. A Date sent of — means the run was generated but not delivered yet.

At the top of the page, a highlighted banner appears when the automatic monthly run is ready to send. Click View details on that banner to open the delivery modal (see Delivery: PDF or email below).

To start a new run, tap + Generate statements in the top-right corner. That opens the Generate statement page:

• Select statement period, tap the Date picker and pick the start and end of the period you're billing for. A short informational banner at the top reminds you that finance charges are not assessed during a statement run, and that Open item statements include line items that were still open at the end of the selected range.

• Select customers to generate statements for, the table below lists every charge-account customer, with their Customer ID, Customer name, Last statement period, Sales YTD, and Total balance. Check the customers you want to include, or use Select all at the bottom-left.

• Filter by finance term. Tap Term in the control strip above the customer table to narrow the list to one or more finance terms (Net 30 Statement, Net 1 Invoice, Net 10th, etc.). Pick the terms you bill for this run and only matching charge accounts stay in the table. Useful when you cycle different terms on different days of the month (for example, billing every Net 10th account on the 10th of each month).

• Tap Generate statements at the bottom-right to build the run. Nothing is sent yet. The run appears back on the Statement runs tab, and from there you choose whether to email it or hand-deliver PDFs.

Running a single statement

To issue a statement for one customer (say, a mid-cycle courtesy send or a reprint), run the same bulk flow and pick just that customer in the Select customers table. Statements are always generated per customer, so a one-customer run is simply a bulk run of size one.

Per-customer statement behavior (the format, delivery preferences, autopay) is configured on each customer's detail page.

Open the customer from Customers (click the customer row), then tap the Settings sub-tab. Scroll to the Statements section. The controls that shape their statements:

• Autopay statement balances, toggle on to auto-charge the customer's saved payment method for each statement balance. Requires a saved card or bank account on file (set in the Cards / Bank Accounts sections above). Whether the customer's credit balance is netted against the statement before that charge is a company-wide switch (see Apply credits on automatic statement payments under Company-wide statement settings below).

• Statement type, Open item (default) lists only the invoices still open at period end, with any payments that applied to them. Balance forward shows a starting balance + every transaction in the period + ending balance. See What's on a statement above for the row-level detail.

• Statement invoices format. How detailed the invoice copies attached to the statement are. None attaches no invoice PDFs; Condensed attaches a one-line-per-invoice summary; Full page attaches the full invoice PDF for every invoice on the statement. Pick what your customer's AP team prefers. Rundoo doesn't cap the size of an emailed statement, but a high-volume customer's Full page statement (dozens or hundreds of invoices in a month) can grow large enough to bounce off the recipient's email provider's attachment limit, so reach for Condensed for customers with a lot of monthly activity.

• Restrict outstanding invoice pdfs to statement period. When on, attached invoice PDFs are clipped to transactions from the statement period only. Off by default.

The Financing section above it is where the Finance term (the charge-account switch), Credit limit, and Finance charge live. Those aren't statement-specific, but they gate whether a customer gets statements at all.

Delivery: PDF or email

Once a run is generated, it sits on the Statement runs tab waiting to be delivered. Use View details on the banner (or from the run row) to open the delivery modal:

The modal is titled Send statements. The header shows where the run stands, {N} statement(s) generated is the total in the run, and {N} statement(s) sent counts what's been delivered so far across both tracks. Below the header, two delivery tracks:

• Send statements by mail (for customers you want to hand-deliver or postal-mail). Preview opens a PDF of every statement in the run; Download statements downloads the full packet for printing. The helper text tells you how many statements are in the packet (for example "Download 14 statements for printing"), and below it {N} statement(s) already downloaded is the running re-send tally for this track. Once everything in the run has been downloaded, the primary button reads Statements downloaded (greyed out) and the count above it drops to 0.

• Send statements by email (Preview opens the same PDF; Send statements emails each customer's statement to the contacts on file). The helper text tells you how many contacts will receive it (for example "Email statements to 86 contacts of 62 customers"), and below it {N} statement(s) already emailed shows how many of this run's statements have already gone out by email.

You don't have to do both at once. The modal is reopenable from any run row, so you can email some customers now and mail the rest later, and the counters tell you what's still outstanding.

Below both tracks:

• Complete. Marks the run done without sending anything. Use this after a manual delivery (you printed and mailed paper copies yourself) so the run is recorded as sent.

• Cancel. Closes the modal without affecting the run. You can reopen it anytime from the run's row.

Reprinting a past statement

Every statement a customer has received lives on their own record, and you can reprint or re-email any of them without generating a new run.

Open the customer from the Customers list, then switch to the Balance tab and the Statements sub-tab. You see one row per past statement, Statement period, Date sent, Date generated, Generation type, Total balance, and an Actions column with three icons on each row:

• Download, download the statement PDF to print or attach to an email manually.

• Email. Opens the Send Statement modal pre-filled with the customer's contacts, so you can re-send the same statement to anyone on file or to an added email. Each contact is a checkbox; Send to additional emails lets you add an address that isn't on the customer yet.

• View full statement run (jumps to the original bulk run this customer's statement was part of, in case you want to reprint the whole run instead of one customer).

If you prefer, you can also resend statements from the other direction. Open the run from the Statement runs tab, check the specific customer rows you want to resend, and tap Send selected statements at the bottom.

Applying a credit that doesn't match the statement total

Credits don't have to zero out against a statement total. Partial credits, or credits larger than what the customer currently owes, both work. The bill-payment builder allocates credits against specific invoices, not against the statement as a whole.

In the POS mode > Receivables left tab > Payment top tab, attach the customer (the left panel fills in with their details and financing, and the right panel shows their outstanding activity). Switch to the Credits sub-tab to see only the credits on file. Two things to know:

• On this bill-payment screen, the statement balance reads as a negative when credits exceed invoices. With a $100 credit and no open invoices, the pill on the Receivables > Payment screen reads Statement balance -$100.00. That's Rundoo telling you the customer is ahead, not that something's wrong. This -$100.00 is a reading on this screen only, not a figure that prints on a statement, a printed statement never shows a negative total, because a customer whose balance is $0 or negative is skipped from a bulk statement run entirely (see What's required to run a customer statement).

• Apply the credit by checking invoice rows. Switch back to All (or Transactions), check the invoice row(s) you want the credit to pay down, and check the credit row. Rundoo allocates automatically, with the net showing in Allocated at top right.

The customer can apply more credit than they currently owe (the excess stays on their account and shows as a negative statement balance until a future invoice draws it down). Nothing special happens, no error. If the allocation math doesn't line up with the Payment amount you typed, Rundoo shows a red Please resolve all allocations warning at the top and disables the submit. Tap Match allocated to auto-fill the payment amount to whatever you've checked, or adjust your selections until the numbers agree.

See Customer credits for how credits get onto the account in the first place (refunds, writeoffs, manual issue), and Bill payments for the full allocation flow.

Including jobs on a statement

Customers who work off multiple jobs often want a statement that groups their activity by job, not one long flat list. The Include jobs toggle on the generator does exactly that.

From the customer's Financing section on the bill-payment builder, click Generate statement. The modal opens pre-scoped to that one customer:

• Date range. Defaults to Month to date; adjust for a mid-cycle send or a prior period.

• Include jobs (toggle on). The generated PDF groups the customer's activity by job, using the JOB column on each invoice to pick which section a row lands in.

• Statement type (Open item or Balance forward), same meanings as on a bulk run.

• Invoices format. None / Condensed / Full page, same meanings as on a bulk run.

Below the configuration, the Existing Contacts checklist lets you pick which email addresses receive it; Send to additional emails adds a one-off address. Use Print for a PDF preview you can save or hand-deliver, or Email to send to the checked contacts directly.

The same modal is available from Statement runs > + Generate statements when you want to start a bulk run with the same job-grouping option. Toggle Include jobs on before running it.

Company-wide statement settings

A few statement-shaping settings (statement day, envelope type for #10 window mailing, and double-sided printing) are set once for the whole company. They don't live on the per-customer Settings tab, and they are not under Admin > Settings. From the Admin mode, open Communications in the left sidebar and scroll to the Statements section:

• Statement day, the day of the month the automatic monthly statement run fires on (defaults to the 20th). The banner on the Statement runs tab keys off this setting. If your statement day is the 15th, for example, statements are ready to send on the morning of the 16th. You have until midnight on the 15th to make any corrections before the run fires

• Envelope type (e.g. #10 double window). Drives where the customer's address prints on the PDF for window-envelope mailing.

• Troubleshooting: If statement addresses aren't landing in the envelope windows correctly, check your printer settings when the print dialog opens. Confirm paper size is Letter (8.5 × 11) and scaling is set to Default (100%). If the mailing address is still cut off, try reducing scaling to around 80%.

• Apply credits on automatic statement payments (off by default). When a customer is on Autopay statement balances (set per-customer under Settings > Statements), this decides whether their Customer credit balance is netted against the statement before their saved card is charged. Turn it on and Rundoo applies available credit first, so autopay bills only the remainder (a customer with a $1,000 statement balance and $400 of credit on file is charged $600, and the credit is drawn down by $400). Leave it off and the full statement balance is charged while the credit stays on the account. This only governs autopay; it never changes how credits apply to manual bill payments.

• Format statements for double-sided printing (inserts a blank back page when a statement is odd-page so the next customer's statement doesn't print on the back of this one).

• Hide net zero activities on statements (off by default). By default a statement lists every activity in the period, including ones whose net amount is zero (for example two credits or transactions that cancel each other out, or a $0 line) so the customer sees a complete record. Turn it on to leave those net-zero activities off the generated statement, so it shows only the activity that moves the customer's balance. This changes the statement's appearance only; the underlying transactions still exist on the account and in the receivables tab.

• No custom statement message, note, or footer that you add. These toggles are the whole set of statement-shaping controls. There's no free-text field for you to add your own message, note, or footer, either on the statement document or in the send-statement flow, so a statement shows the account activity, aging, and balance and nothing you can drop your own copy into. Rundoo does print one line of its own, an automatic bill-pay footer promoting online and in-app payment (see the callout below) if you want that removed.

Printing an address on each invoice: the supplemental report workaround

Some charge accounts, especially large AP departments, won't pay an invoice unless a specific address (a job-site or delivery address) prints against it, and a Rundoo statement has no field for that. As What's on a statement shows, each line carries only DATE, DUE, IDENTIFIER, TYPE, PO, JOB, ORIGINAL, and BALANCE, and there's no custom-message or free-text field anywhere on the statement to drop an address into (see Company-wide statement settings).

The workaround stores use for these picky accounts is a custom "supplemental" report sent alongside the statement. You record the address on each invoice in a field the Report Builder can read, then build a saved report that lists each invoice with its address and run it every statement cycle.

1. Record the address on every invoice, in one consistent field. Rundoo has no dedicated per-invoice address box, so pick one free field and always use it: the sale's PO (the Sale purchase order name), the attached Job, or the sale / transaction Notes. Whatever you pick, use the same field every time so the report can pull it reliably.

2. Build the custom report. From POS mode > Analytics > Reports, tap Create report and pick an invoice-grain dataset (Sales, one row per ticket, or Aging detail, one row per open receivable). Open Select columns and add Customer name, the invoice identifier and date, the balance, and the column that holds your address (Sale purchase order name, Job, or Transaction notes). Save it under a name like Statements - Supplemental Report. See Custom reports for the full builder walkthrough.

3. Run it per customer, per period. Add a Filter for the customer and set the Date range to the statement period, then export it. Send that report together with the customer's statement so their AP team sees an address against every invoice.

Recommended Rundocs

• Customers

• Bill payments

• Customer credits

• Custom reports