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Statements

Send monthly statements to house-charge (A/R) customers with a balance due. VMX can print all statements as one combined PDF, email each customer their own statement as a PDF attachment, or do a single customer at a time. Both statement reports live under the Accounts heading in the Reports sidebar: Print Statements and Email Statements. If you don't see them there, your login doesn't have access to the statement reports — an administrator can grant it.

Statements only include customers who owe money — a customer with a zero balance (or a credit balance) is skipped automatically. (Some businesses are configured by VMX to also send statements to accounts with a credit balance — contact help@vmxllc.com.)

Which customers get a statement (the Send Statements setting)

Whether a customer receives a printed statement, an emailed statement, both, or neither is controlled by the Send Statements setting on the customer's profile (the Info tab). The options are:

  • Print — the customer is included in the Print Statements batch PDF. This is the default for new customers.
  • Email — the customer is included on the Email Statements page.
  • Both — the customer is included in both the print batch and the email list.
  • None — the customer never receives a statement.

In every case, a statement is only generated when the customer has an outstanding balance due.

The same setting drives the statement icons on the A/R Customer Aging report (see A/R Customer Aging): a printer icon (Print Statement) appears for customers set to Print or Both, and an envelope icon (Email Statement) for customers set to Email or Both.

Monthly workflow: apply service charges first

If you charge interest on past-due balances, apply finance charges before sending statements, so the new charges appear on this month's statements. Go to Reports → Service Charges and apply the charges — see the Service Charges guide for the full procedure. Applied charges show up on each statement as a Service Charge line in the Invoices and Credits section.

A typical month-end A/R routine:

  1. Post any outstanding payments and credits to customer accounts.
  2. Apply finance charges on Reports → Service Charges.
  3. Print the batch from Reports → Print Statements and mail them.
  4. Email the rest from Reports → Email Statements.

To print statements for every customer set to receive printed statements:

  1. Go to Reports and click Print Statements (under the Accounts heading in the sidebar).
  2. A Generating... progress bar appears while VMX builds a statement for each customer with a balance due whose Send Statements setting is Print or Both. With many accounts this can take a few minutes — leave the tab open.
  3. When it finishes, the combined PDF (Statements.pdf) opens in the browser, one customer's statement per page (long statements may run to additional pages).
  4. Print the PDF from the browser's print button, then mail the statements.

To print statements for only some customers, use the check boxes on the Email Statements page with its Print Checked button (described below), or print a single customer from their account page or from the A/R Customer Aging report's printer icon.

Email statements

To email statements, go to Reports and click Email Statements (under the Accounts heading in the sidebar). The page lists every customer with a balance due whose Send Statements setting is Email or Both, with their email address on the right side of each row.

  1. Every customer starts checked (a ✅ next to the name). To skip a customer this run, click their row to expand it and uncheck the Email box inside — the ✅ next to their name turns to ❌ so you can scan who's excluded. Use Select All / Deselect All to check or clear everyone at once.
  2. To limit the list to one customer class, pick the class from the Class... dropdown — the page reloads showing only that class.
  3. To review a statement before sending, click a customer's row — it expands to show a preview of their statement. Each expanded row also has a View Account link to open the customer's account page.
  4. Click Email Checked. A confirmation dialog (Email Statements) asks "Email N statements?" — click ✉️ Email to send, or Cancel.
  5. An Emailing statements ... progress dialog shows while the statements go out. Each customer receives an email with the subject Statement of Account and their statement attached as Statement.pdf.

Notes on delivery:

  • The email goes to the customer's primary email address; if that's blank, VMX uses the second email address on their profile.
  • For some businesses, the emailed statement is also CC'd to the customer's second email address when one is on file. This is enabled per-client by VMX — contact help@vmxllc.com.
  • A copy of every emailed statement is saved to the customer's account automatically (see "Statement copies on the customer's account" below).

Some businesses also see a Statement Date box on this page for dating the statement run. This is enabled per-client by VMX — contact help@vmxllc.com.

The Email Statements page doubles as a way to print a hand-picked set of statements:

  1. Go to Reports → Email Statements (under the Accounts heading in the sidebar).
  2. Check only the customers you want (use Select All / Deselect All and the per-row Email checkboxes; the Class... dropdown filters the list by customer class).
  3. Click Print Checked. A new tab opens, generates a combined PDF of just the checked customers' statements, and displays it for printing.

Note that this page only lists customers whose Send Statements setting is Email or Both. For the full print run of customers set to Print, use Reports → Print Statements instead.

View, print, or email one customer's statement

There are three ways to get a single customer's statement:

  • From the customer's account page — on the Info tab, click the View Statement link (there is also a Statement link on the A/R tab, under the account balance summary). Either opens the statement screen for just that customer, with a preview and the same Email Checked / Print Checked buttons acting on only them.
  • From the A/R Customer Aging report — each customer row has a printer icon (Print Statement) and/or an envelope icon (Email Statement), depending on their Send Statements setting. The printer icon generates that customer's statement as a PDF; the envelope icon opens the email-statement screen for that customer.
  • From Reports → Email Statements — deselect everyone (Deselect All), check the one customer, then use Email Checked or Print Checked.

A single customer's statement can be generated this way even if their balance is zero.

What's on a statement (standard layout)

The standard VMX statement is one page per customer (spilling to extra pages when there are many open invoices) and contains:

  • Remittance stub at the top: "Please remit and make payable to:" with your business name and mailing address, the customer's Account name and address, a STATEMENT OF ACCOUNT header with Account #, Statement Date, Last Payment Date and Last Payment Amount, the total Amount Due on Receipt, and a blank Amount Enclosed line. The stub ends with "Please detach and return the top portion with your payment."
  • Invoices and Credits — a table of the customer's open (unpaid or partially paid) invoices and credits, oldest first, with columns Invoice, Date, Description, Invoice Amount, Paid, and Balance. The Description shows the receipt number (or "Credit #" for credits) and the PO number when one is on the receipt. Applied finance charges appear here as Service Charge lines. If the customer has no open invoices, the statement says "No outstanding invoices."
  • Aging table — the balance broken out by age: Current, 0 – 30, 31 – 60, 61 – 90, 90+, and Open (unapplied payments and open credits, shown as a negative amount).
  • Balance summary — Invoice Balance, less Recent Payments and Credits and Deposits on Account where applicable, ending in the Balance Due.
  • Recent Payment and Credit History — account activity from roughly the last 45 days, with columns Invoice, Date, Description, Amount, and Note.

Depending on your setup, the Invoice column shows either the invoice number or the receipt number.

Many businesses have a customized statement layout (logo, remittance wording, payment instructions, extra columns), so your statements may differ from the standard layout described here. Contact help@vmxllc.com to change what prints on your statements.

Statement copies on the customer's account

When a statement is emailed from the Email Statements page, VMX saves the exact PDF that was sent to the customer's account as an attachment named Statement with the date (for example, "Statement 2026-08-01.pdf"). Find it on the Attachments tab of the customer's page. This gives you a permanent record of what each customer was sent, even as their live balance changes.