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Video: Monthly Statements Automation

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Video Tutorial Transcript

Irina from Zanda 0:05 Hi there and welcome to this video tutorial. In here, let us talk about how to automate generating statements to clients and also how to automate emailing them to clients. 0:18 In Zanda, you can set up your account so that statements are generated every month and you can also select which clients would receive those monthly statements and if you want to email them to the clients or you just want the statements to be generated and sitting in the client profile for you to work with them further. 

Setting Up the Email Template

0:37 And we will start with preparing that email template that you can use to email the monthly statement to your clients. 0:49 So to do that let's go to the tools menu communication templates and I have prepared a draft for such communication. 0:59 It's called monthly statement email. It may be available with the trial account that you started with us and we also provide this template in the knowledge-based article that will be linked with this video. 1:15 So here as always you would fill in the settings for the template, the left-hand side is for your team so that you can easily identify what type of message this is, the right-hand side is what your clients will see and also the content block is up to you, the information you want to provide to your clients 1:37 . But what I would like you to be aware of, first of all, let's use the available merch fields so that we can individualize every message when it goes out. 1:50 And here as the greeting, let us use the recipient preferred name. We can automate sending monthly statements to clients or if their invoices are paid by their contacts like their parents, their guardians, the statements will be sent out to them. 2:10 So the The system will automatically populate the name of the payee, be it a client or their contact. Also you can send the monthly statement as a PDF link, so we will use the statement PDF link merch field. 2:26 This link will be valid for seven days and the client or the contact will be able to click that link to open and download the PDF of the statement. 2:35 But as well, we can use the attachment PDF attachment instead of the link. If some clients are or pays, don't feel comfortable clicking the links in the email. 2:47 So let's go to available merge fields. I'll type in statement to look up the statement related merge fields. And here they are. 2:58 We will copy the statement PDF attachment, merge field. and just paste it in the body of your template with some instructions that will make sense to your clients. 3:13 And let's save the changes. That's all. We are ready. We have prepared our communication template to be used with monthly statements.

Enabling Monthly Statements

3:25 Now is the next step. Let us enable those monthly statements. To do that we will go into the settings menu and in the billing section we will select invoices. 3:38 On the invoices statement layout page, let's scroll down towards the statement settings and here we have multiple options to enable and use. 3:50 So first of all we can enable automatic statement generation and select which day of the following months this will be generated. 3:59 for example the first date or the second date. I'll go with the first date of the following months. If you want this feature to work for all your clients, you can enable statements for all clients, so this switch here. 4:14 Otherwise, you will be able to enable statement generation per client profile. I will show you how to do this in just a tick. 4:22 Also, while we are here, we can enable automatic emailing of generated statements. Without that switch, the statement would be generated and recorded in the relative client profiles, but if you also want Zanda to email the statement PDF link or the statement PDF attachment, based on how you set up your 4:41 email template, the system can do this for you. So let us enable this as well, and now we will need to select the message template to use with monthly emails with the statements and we will select our monthly statement email template and save the changes. 4:59 Let's confirm that action and that's it. We have enabled the generation of monthly statements for all clients and also we have enabled the emailing of those statements to those clients.

Per-Client Statement Setup

5:15 Now if you want only to generate and send those monthly statements to select clients, let me show you how to do that. 5:23 Let's disable this switch and save the changes again. And now let us go to the client profile to see how those settings work. 5:33 So we are in the client profile, billing, billing setup page. This is where we can manage those monthly statements per a specific client. 5:44 We have this statement settings field available here and what we can do is just enable automatically generate monthly statement that would be enough, but also if you want to email this statement to the client, you can also turn this switch on here and save the changes. 6:05 If contacts are paying for the client in voices, you can also generate and send those statements to the contacts who are the default payee for the client. 6:15 To do that, you'll go into the contact profile. So here we are. We are in the contact profile, as you can see, on the billing setup page. 6:26 And here there are the same settings as in the client profile. We can enable generating monthly statements and we can email those statements to our contacts and let's say the changes And that's it. 6:39 That's a very easy setup, but after that Zanda will take care of generating those statements and sending them to your clients and their contacts. 6:49 Once the statement is generated, it will be saved in the billing section of a profile and if it's emailed, there will be an email record in the communication activity of the relevant profile. 7:02 It's very easy and I hope you will love using this feature.