RB User Guide > Receivables > Send Statements

Sending monthly statements

Send monthly statements and/or open invoices to clients, either by email or regular mail. Attorneys receive separate statements unless their firm is flagged to consolidate statements. (See Entering additional firm information.)

1. Receivables > Send Statements
2. In the Search By pane, leave as defaults to send all open invoices or make selections:

   • Statement Sending Method

     Default is Email. To search by other ways clients want to receive their statements or all ways, click . See Lookup panel. Contacts can each have their own preferred sending method in their profiles. See Entering additional contact information.

   • Invoice Date From

     Leave blank unless you want to select a date range. See Date Navigator.

   • *Invoice Date To

     Required. Defaults to 30 days ago, so as not to include current invoices.

   • Party Type

     Bill To – Default. Firm that pays invoices.

     Bill To Parent – Parent company of firm paying invoices.

   • Firm

     To send statements for a single firm. See Looking up firms.

   • Firm Class

     Quality or ranking of a law firm. Classes are set up in Lists > Firms, and a firm is ranked in their Marketing pane. See Entering firm marketing information.

   • Case

     To send statements related to a single case. See Looking up cases.

   • Print Claim No. on Statement

     No – Default.

     Yes – Include insurance claim numbers on statements.

   • Business Units

     Profit centers or parts of your business you track separately. Default is ALL. Click to restrict search to firms tied to specific BUs (see Lookup panel). BUs are set in Business Units.

3. Click . RB9 lists all of the firms that meet the specified search condition(s), along with the outstanding amount.
4. Check box(es) of firms to whom you want to send statements (use Shift + Click to select or deselect a range of boxes), or check the box in the header to select all.
5. Click Send >
   • Print Open Invoices Only – To save or send invoices for outstanding balances without summary statements via regular mail. See Printing invoices, statements & reports.
   • Print Statements Only – To save or send summary of outstanding balances due via regular mail.
   • Print Statements and Open Invoices — Include invoices with the statements that detail the outstanding balances as a printed record or to send via regular mail.
   • Email Open Invoices Only – To send invoices for outstanding balances without summary statements to clients’ Accounting email addresses (see Managing notification emails). See Emailing from RB.
   • Email Statements Only – To send statements without invoices to clients’ Accounting email addresses. After sending the email, RB9 makes an entry recording the email in the Notes Log of the statement(s) and the Email Log (RB9 only).
   • Email Statements and Open Invoices — Include invoices that detail the outstanding balances with the statements in emails to clients’ Accounting email addresses. After sending the email, RB9 makes an entry recording the email in the Notes Log of the statement(s) and the Email Log.

   NOTE: Printed statements display color-coded invoice info

   If you choose to print out statements to send to clients, the invoices listed on the statements are color coded by age as a visual clue to clients. You can customize the colors for each age range in System Preferences > Receivables > Statement.

Reference

• Consolidated Invoices and Statements
• Lookup panel
• Date Navigator
• Lists > Firms
• Business Units
• Email Log
• Statement preferences

Step-by-step instructions

• Entering additional firm information
• Entering additional contact information
• Looking up firms
• Entering firm marketing information
• Looking up cases
• Printing invoices, statements & reports
• Managing notification emails
• Emailing from RB