Statement Reminders: One Message for Everything a Member Owes

A statement reminder is one email, and one notice in the member's portal, listing everything that member still owes: each item with its due date, the oldest first, the total, how much of it is overdue, and any credit the member holds with you. It ends with a Pay button that opens the member's dues page. A member with five unpaid items gets one message, not five.

Switching it on

Go to Finance → Statement reminders. It is off until you switch it on, and nothing is sent to anyone while it is off. Choose how often:

• Monthly (the usual choice): on a day of the month you pick, from 1 to 28.
• Every two weeks: on a weekday you pick.
• Weekly: on a weekday you pick.
• Off.

Statements go out in the morning, at 8:00 Lagos time. Save the page and it shows the next day a statement will go out.

Look before you switch it on

The same page shows what would go out next time: how many members would get a statement, how much they owe in total, how many have no email address (they get the in-app notice only), and a row for each member with the number of items, what they owe, how much is overdue, the credit they hold and their oldest due date. Nothing is sent from this page.

What counts and what does not

• Only dues, levies and other charges you assigned count. Optional items and purchases never do.
• A payment the member has sent proof of counts as paid while it waits for you to confirm it, so a member who has just paid is not chased.
• A member who owes nothing gets nothing, however much credit they hold.
• Only active members are written to. A member who has not yet accepted a request to join, or whose membership is suspended or ended, gets nothing.
• Charges brought in from your old records are left out until you have used Tell members for that import. The preview says how many members are held back for this reason. Once told, they are listed on the statement as "from earlier records" and are never called overdue: old records carry no overdue notice and no late fee.

Pausing while you correct your records

Set "Correction period: send nothing until" to a date, for example the day you expect to finish checking balances with members. Until that day, inclusive, no statement goes out, and the reminders sent before a due date are paused too. Clear the date to start again. An overdue notice, which is sent once when a charge turns overdue, is not affected.

How this fits with the other reminders

A member is still reminded about a single charge a week before it falls due and again the day before, and told once when it turns overdue. The three-day reminder was dropped, because the statement now gives the overview. The statement log at the bottom of the page lists every statement that was sent: the day, the member, how many items, what they owed and whether it went by email.