Sending a statement

A statement is not the same thing as the balance on the screen. The screen is live and moves every time somebody takes a payment. A statement is a document: dated, numbered, and frozen the moment you issue it, so that what you sent on the first of the month still says the same thing in November.

The card is headed Statements and it lives on two screens. A fleet account has it on its own page, under the live statement section. Any other customer has it on their own tab, also called Statements, beside Orders on the customer page — not under Open money, which is the balance card on the orders tab and carries no statement control. That tab is drawn only when there is something to put on a statement: the customer owes money, or they already have one. Whichever account you are on, the control is the same one.

Who can have one

Fleets always. Anybody else who owes you money, or who has been sent one before — the card appears on a customer's page when they carry an unpaid balance, and it stays there afterwards so the history of what you sent does not vanish the day they pay.

A fleet gets a statement for a quiet month too, because a missing month is a question an accounts department will ask. An ordinary customer does not: if nothing was invoiced, nothing was paid and nothing is outstanding, it is refused with there is nothing to state for this customer in that period — nothing was invoiced, nothing was paid, and nothing is outstanding. No statement was issued and no number was used. That last clause matters — a refused statement does not burn a number, so your sequence has no holes in it.

Somebody who bought something in March and paid at the counter can still be sent a March statement. It will say the account is settled in full.

Issuing one

1. 1

   Step 1: Pick the period

   The Period list offers the last twelve closed months, newest first, and the month you are standing in — last on the list and labelled like August 2026 (still running). It defaults to the most recent finished month, which is almost always what you want.

2. 2

   Step 2: Press Issue statement

   It is numbered from an organisation-wide sequence — STMT-0007 — rather than a per-location one, because a fleet's balance spans your locations. The confirmation says Statement STMT-0007 issued. Its figures will not move again.

3. 3

   Step 3: Send it, or hand over a link

   Each row in the issued list has Email it and Copy a link. The email goes as a bill rather than as marketing, so it is not held up by messaging consent — a statement of account is the bill.

Every attempt is recorded, including the ones that fail. The Delivered column reads Not sent, or the address it went to, or Send failed with the reason. If the send is uncertain the product will not quietly try again: We could not confirm whether the statement was sent, so it has not been sent again. The link below still works.

What is on it

Opening balance

What was still owed at the start of the period, on invoices issued before it.

Charges

Everything invoiced during the period.

Payments

Money received during the period, with refunds netted off.

Credits

Deposits applied against invoices issued in the period.

Balance now due

What is left. The five figures are arithmetic, not opinions — see below.

Under the summary: the invoices raised in the period, the payments taken, and everything still outstanding with its age. Then a block headed What this statement saw — the disclosures. It always carries the as-of sentence, and it adds the awkward facts rather than leaving them out: how many cars are still open and not yet invoiced, and every invoice voided during the period, by number and amount, so a reader can see why this month's opening balance does not match last month's closing one.

The five figures have to add up — opening plus charges, less payments and credits, equals closing. That is not a display convention, it is a condition of the document existing. The figures are derived once, checked a second time by walking the underlying invoices independently, and checked a third time by the database itself, which will not store a statement that does not foot. If the check fails, nothing is issued, no number is used, and you get told. A statement that does not add up cannot be produced by any route.

The link the customer opens

A statement is a web page, not a file. Copy a link mints a durable address in the customer portal and reveals it to you once. It does not expire on a clock the way the seven-day fleet status link does — it stays good until you replace it. Copying a link again mints a fresh one and kills the previous one, so there is exactly one live link per statement.

The page uses your invoice letterhead, reads in English or Spanish depending on the customer, and prints properly from the browser. If you need a PDF, that is your browser's print dialog rather than a button here.

Who can issue one

The customer key, plus money visibility for the shop's own figures. Without the second one the whole section is withheld — the statement is money, and money visibility governs it like everything else. Issuing and sharing both land on the audit trail.