How to create and send an invoice statement in Mews Operations

An invoice statement is a consolidated PDF document that gives your debtors a clear overview of all their outstanding invoices in one place. Finance and accounts receivable teams at properties with invoice tracking enabled can generate and send invoice statements directly from the City Ledger in Mews Operations. When you send bulk invoice reminders, you can choose to include individual invoice PDFs, a statement PDF, or both. This saves your team the time of manually compiling that overview and helps debtors process payments faster.

 

Mews generates the statement PDF automatically based on the invoices you selected. It includes:

• Property information: Name, logo, address, and contact details.

• Debtor information: Name and address.

• Bank details: Your property's bank account information.

• Statement date: The date you send the statement.

• Total outstanding balance: The combined outstanding amount across all selected invoices.

• Invoice table: A list of all selected invoices, each showing the invoice number, profile, status, issue date, due date, ageing bucket, original amount, and outstanding amount.

 

 

To create and send an invoice statement

1. In Mews Operations, go to the main menu   > Finance > Ledgers > City ledger.

2. Search for the company or owner profile with multiple unpaid invoices.

3. Select the invoices you want to include in the statement:

   • Check the individual boxes next to the invoices you want to include, or

   • If you want to include all unpaid invoices for a profile, check the box next to the company or owner name to select all.

4. Click Send reminder.

5. In the Send reminder side-window, under Linked invoices, review the invoice numbers. Then, fill in the following fields:

   • Under Attached to email, click to select:

     • Statement PDF: To attach an invoice statement including statement date, total outstanding balance and a summary of each selected invoice.

   • Bill format: Click to select the format you want to send the bill in.

   • Select language: Click to select the language you want to send the email and invoice in.

   • Recipients: Enter the email address of the customer you want to send the invoice statement to. You can also add your email address to view the sent invoice statement. Note: If the customer email address already exists in the customer profile, Mews automatically displays it. Click the X to remove it if required.

6. Click Send to complete the process and send the email. 

Note: The email uses your existing bulk invoice reminder template. You can edit this template at any time in your email settings.

 

This creates and sends an invoice statement in Mews Operations. You can view sent reminders in the City Ledger in the Reminders column or under the user’s profile under Reminders sent. To view sent invoice statements, add yourself to the list of recipient in Send reminder dialog, or go to Email queue. You can only view sent invoice statements in the Email queue if you have the “See e-mail attachment” permission.