Statements & aged receivables
Build, save, deliver, and schedule tenant statements with clear debit and credit balances.
Financial → Statements turns invoices, receivable payments, and posted adjustments into a tenant account history. Previewing recalculates the ledger; finalizing stores an immutable PDF and data snapshot so a statement already sent cannot silently change later.
Build the right statement
- 1
Choose the report
Use Tenant for one account or Aging for a portfolio-wide aged receivables report.
- 2
Set the scope
Choose the tenant, then optionally narrow the report to a property, unit, or lease. The filters only offer related records, which prevents unrelated property data from being mixed into the statement.
- 3
Choose a statement format
Balance forward shows the opening position and all period activity; Open items shows unpaid invoices and unapplied credits; Transactions shows only entries posted inside the selected dates.
- 4
Preview and review
Check the dates, scope, ledger lines, accounting-basis warning, and balance position before saving or sending anything.
- 5
Finalize and deliver
Finalize & save creates the permanent statement. You can then download PDF or CSV, create an expiring read-only link, or deliver it by email or WhatsApp.
Understand DR, CR, and negative accounting values
- DR (debit) / Amount due — the tenant owes this amount.
- CR (credit) / Credit balance — the tenant has paid ahead or has more credits than charges in the selected account scope.
- Net debit or credit movement — in Transactions mode this describes activity inside the period, not the tenant’s full account position.
- Balance settled — charges and credits offset to zero.
Why a transaction statement can show a credit
A period containing payments but no invoices has net credit movement. Switch to Balance forward when you need the brought-forward account position as well as the selected period activity.
Email, WhatsApp, and secure links
Delivery starts with the property owner email addresses when they are available. You can also select a team member and add up to three custom email addresses or WhatsApp numbers. Each recipient is validated and tracked separately, so a failure for one recipient does not hide successful deliveries to the others.
- Email sends the finalized PDF as a professional account-statement message.
- WhatsApp sends the finalized statement to the selected numbers.
- Secure link creates an expiring, read-only statement page with a PDF download.
- Saved keeps finalized statements and their delivery history together for audit and re-download.
Aged receivables and schedules
Aging groups outstanding balances into Current, 1–30, 31–60, 61–90, and 90+ day buckets for collection follow-up. Schedules can prepare recurring balance-forward, open-item, or transaction statements on a chosen day of the month; pause a schedule when it should stop running.
A reliable month-end routine
Post invoices, payments, allocations, and adjustments first. Preview a Balance forward statement, review any accounting warning, then finalize and deliver the saved copy.