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Statements
Statements

Learn how to access statements and easily send them to clients.

Updated yesterday

Viewing Invoices with Remaining Balances

Statements can be generated from either the Client Profile or via the Invoice dashboard. The Accounts Receivable report will show similar data, but does not support statement generation capabilities.

Client Profile Workflow

  1. Navigate to the Client Profile

  2. Scroll to the Financial tab (default tab on Client Profile)

  3. Select 'Print Statement'

Invoice Dashboard Workflow

  1. Navigate to 'Invoices' in your Shepherd menu

  2. Click on the 'Remaining Balance' tab

  3. From here you can see all Invoices with a remaining balance

  4. The following information is shown: Client name, Client Email, Client Status, Invoice number, Invoice status, Patient Name, Date, Invoice total, Amount paid, and Remaining balance

  5. You can refine the client list using available search, sort or filter features

Note: Inactive Client profiles are included by default in the shown list. You can filter by client status utilizing the funnel icon.

Note: Active prescription and prescription refill invoices are default included in the shown client profile list. Utilize invoice status filters to refine the provided list. Ensuring prescription and prescription refill invoices are in a dedicated invoice status can help with better filtering results.

Generating & Transmitting Statements

  1. While viewing the invoice dashboard, select individual client profile rows, or use the select all check box to include all rows

  2. Once you've indicated which invoices rows you'd like to include in your statement generation, select either email or print statements in the upper right to proceed with generating statements

  3. If you've elected to email statements, you'll next be provided a communication modal.

Note: Consider filtering the Client Email column to only include client profiles with an email address on file before initiating the email workflow. This will ensure you are most successfully transmitting statements. For any client profiles without an email address on file, consider printing statements alternatively to manually mail a copy to your clients.

Note: You can print copies of invoices directly from the invoice dashboard. But statements include invoice specific details so it is not necessary to additionally include separate invoices. Select Print Invoices if you'd like to print copies of the invoices in full individually.

Confirm Your Email Communication

If you've elected to email statements, you'll next be provided a communication modal. A default message is offered, but you can customize this to your preference. Variable placeholders are offered to support a more personal message utilizing specific details.

Statement Layout

Header

The header of statements is formatted to support double-window #10 envelope usage. The header will also include your clinic details, along with a Statement title for easy recognition.

Body

The body of a statement will include an overview summary invoice + payment details. Concluding with a total outstanding balance amount.

Next, an aging balance table is provided.

Finally, an itemized presentation of invoices is offered.

Custom Note & Footer

Statements support the inclusion of a custom defined default note. You can update your statement custom note by following: Admin -> Clinic Settings -> Settings -> General -> Notes & Disclaimers.

The footer of the statement also includes a Statement title, the date of statement generation, as well as page numbering.

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