Summary
This guide covers the account statement — a single document showing all financial activity on a tenant's account (every charge, payment, credit, and refund) in date order with a running balance. You can view it on screen, download it as a PDF, or email it to the tenant. It's built for collections, legal or auction settlement, tenant inquiries, and move-out confirmation. Statements are generated from the Billing History tab on the tenant card.
Permissions required:
Invoice / Fee – View — without it, the View Account Statement button won't appear.
Opening a statement
Open the tenant's account and go to the Billing History tab.
Click View Account Statement. The statement viewer opens for that tenant.
What's on the statement
The header shows the facility name, address, and phone; the tenant name and unit number; the move-in date; and the statement's generation date. If the tenant has moved out, a Move-Out Confirmation banner appears below the header with the move-out completion date.
The ledger lists every transaction in date order across these columns:
Date — the transaction date.
Type — e.g. Rent, Coverage, Recurring Fee/Service, Late Fee, Payment, Credit / Write-off, Refund, Sales Tax, CC Surcharge, Transfer Adjustment / Credit, Auction Payment / Payout, Invoice Adjustment.
Description — details for the row: rent, coverage, and recurring rows show the service period; payments and refunds show the type with card last-4 or check number; promos show the discount inline.
Charges / Credits — the amount in the appropriate column (refunds and auction payouts appear in parentheses).
Running Balance — the account balance after that row.
Auction Payment and Auction Payout rows are shaded light purple to stand out. A Balance Due callout at the bottom shows the closing balance.
Downloading as a PDF
In the viewer, click Download PDF. The PDF matches the on-screen statement — header, ledger, running balance, Balance Due callout, and the move-out banner and auction shading where they apply.
Emailing to the tenant
In the viewer, click Email Statement.
An email modal opens, pre-filled with the tenant's email on file and the statement PDF attached.
For an active tenant, the subject is "Account Statement from [Facility Name]".
For a moved-out tenant, it's "Move out Confirmation from [Facility Name]".
Send. The viewer shows a confirmation once it's delivered.