Automatic Statements

Schedule a recurring day for each customer so UTX Freight emails them their statement of account automatically, without anyone clicking Email.

Overview

• Each customer can have one statement schedule: a day of the week, the 1st of the month, the 15th of the month, or twice a month on the 2nd and 16th.
• A background job sends the statement on the scheduled date to the customer's Accountant Email, with the same attachment (PDF or Excel) you would get from a manual send. See Customer Statements for what the statement contains.
• Only active customers are emailed. In the automatic run, a customer with no unpaid balance does not get an email.
• The Customer Reports page shows, for every customer, the schedule, the Next Date, the Sent date and the result of the last delivery.
• Automatic statements are a Freight feature. Garage customers have their own, separate statement schedule (see Garage Reports).

Feature availability

Automatic statements must be turned on for your account by UTX. When they are off, the Delivery Day / Next Date column, the day counters on Customer Reports, and the Automatic Statement schedule for this customer section on the customer form are all hidden. The Sent date and Email columns and the manual Email button are still shown. Contact UTX support if you don't see the scheduling options.

Quick Start

1. Make sure the customer has an Accountant Email and is Active (Customers > Edit Customer).
2. Go to Reports > Customer Reports.
3. Click the value in the Delivery Day / Next Date column for the customer (it reads Not Scheduled if none is set).
4. Pick a schedule (for example Weekly on Friday) and click the check-mark button to save.
5. The blue badge under the schedule shows when the next statement will go out (Today, Tomorrow or In N days).

Access & Permissions

Role	Access
Admin	Full access: set schedules from Customer Reports or Edit Customer, and send statements manually.
Manager	Can set the schedule from Customers > Edit Customer. Can use Reports > Customer Reports (inline schedule, counters, manual Email) only if your account allows managers to view reports.
Dispatch / Customer Service	No access to Customer Reports. Can set the schedule from Edit Customer only if your account allows dispatchers to manage customers. Customer Service users have the same permissions as Dispatch.
Accountant	No access. Accountants can't open Customer Reports or edit customers, so they can't change statement schedules.
Customer / Driver / Garage	No access.

See User Roles for how roles and account options work.

Schedule Options

The same list of options appears in the customer form and in the Customer Reports dropdown (titled Select Statement Day).

Option	When the statement is sent
Weekly on Sunday … Weekly on Saturday	Every week on that weekday.
Bi-Weekly on the 2nd and 16th	Twice a month, on the 2nd and the 16th. Despite the name, this is not every two weeks.
Monthly on the 1st	Once a month, on the 1st.
Monthly on the 15th	Once a month, on the 15th.
Not Scheduled	No automatic statement. This removes the schedule.

Labels

On the customer form the field is called Send weekly statement on, even though it also holds the monthly and twice-a-month options. In the Customer Reports column, the twice-a-month option shows as Bi-Weekly on 2nd and 16th.

There is no "send now" or "Today" option. To send a statement right away, use the Email button (see Sending a statement manually).

Adding a Statement Schedule to a Customer

You can set the schedule in 2 ways. Both save the same setting.

Edit the schedule on the Customer Reports screen

1. Navigate to Reports Customer Reports.
2. Find your Customer by name. You can pick one customer in the Customer filter and click Update Report, or leave [ALL CUSTOMERS].
3. Click the value in the Delivery Day / Next Date column for this customer.
4. Choose an option from the dropdown.
5. Click the check-mark button to save.
6. Once saved, the Next Date badge shows when the statement will be delivered automatically.

Edit the Customer to set the schedule

1. From the left menu, select Customers.
2. Find your Customer by name.
3. Click Edit Customer.
4. In the Automatic Statement schedule for this customer section, choose an option from Send weekly statement on.
5. Click Save Changes.

Related customer fields

These fields on the customer form control who gets the statement and what it looks like:

Field	Effect on automatic statements
Accountant Email	The To address. Required: if it is empty or invalid, the statement is not sent.
Accountant Email (CC)	Added to CC.
Default Statement Format	PDF Format or Excel (.xlsx): the attachment type.
Active	Only active customers receive automatic statements. Deleted customers are never sent one.

When Statements Are Sent

The Next Date

The Next Date badge (and the job that sends statements) works out the next date like this:

• Weekly: the next time that weekday comes around, counting today. If the statement was already sent today, it moves to the same weekday next week.
• Monthly on the 1st / 15th: that day in the current month if it hasn't passed yet; otherwise that day next month. If the statement was already sent on that date, it moves to next month.
• Bi-Weekly on the 2nd and 16th: whichever of the next 2nd or the next 16th comes first, using the monthly rule above for each.

The badge reads Today, Tomorrow, or In followed by the time left (for example In 3 days or In about 1 month).

Setting today's day

If you pick today's weekday (or today's date for a monthly option), the Next Date shows Today and the customer is picked up by the next run of the job that day, unless a statement was already sent to them today. If the job does not run again before the end of the day, nothing is sent and the Next Date moves to the following scheduled date.

How the job runs

• Statements are sent by a background job that runs on a schedule managed by UTX. The time of day it runs isn't set in UTX Freight, so don't count on a specific hour.
• On each run, the job looks at active (not deleted) customers that have a schedule, whose Next Date is today, and whose Sent date is not today.
• Customers are processed in alphabetical order by name.
• Each run handles a limited number of customers.
• Customers that a run doesn't reach are handled by a later run, but only while their scheduled date is still today. There is no catch-up: once the date passes, the Next Date moves to the next scheduled date and nothing is sent for the missed one.

Spread your schedules

Because each run processes a limited number of customers, putting many customers on the same day increases the chance that some are not reached on their scheduled date. Since customers are processed alphabetically, those later in the alphabet are reached last. Spread customers across different weekdays and monthly options, and check the day counters (below) to keep each day light.

Update before the scheduled day

The statement reflects invoices and payments at the moment it is sent. Post payments and fix invoices the day before a customer's scheduled date so they receive an accurate statement.

Who gets an email

• Single office: every due customer is processed. If the customer's unpaid balance (the total of their invoices not marked Paid, minus payments applied to those invoices) is greater than $0, the statement is emailed. If it is $0, no email is sent, but the Sent date is still set to today with the message Statement Not Sent (0.0$).
• Multi-office: see Multi-Office Accounts below.

Zero balance applies to the automatic run only

The "no email at $0" rule only applies to the automatic job. A manual send with the Email button always sends the statement, even when the balance is zero.

Recipients and Email Content

Part	Value
From	Your company name with the Accountant Email from your application settings (described there as the default From address for invoices). Depending on how email is set up for your account, the visible sender may be a UTX sending address, with Reply-To set to that Accountant Email. See Application Settings.
To	The customer's Accountant Email.
CC	The customer's Accountant Email (CC) plus the Invoice Default CC Address from your application settings.
Subject	<Your company name> Statement of Account as of <date> (the company name UTX set up for your account). On multi-office accounts, - <Office name> is added at the end.
Attachment	Statement of account as of <date>.pdf or .xlsx, depending on the customer's Default Statement Format.
Body	A Statement of Account for <date> heading and a short message saying the statement of account is attached as a PDF or XLSX.

Before sending, the automatic run checks the addresses: the To address (the customer's Accountant Email) must be present and valid, the CC addresses must be valid, and the Invoice 'From' Address Override in your application settings (or the default UTX set for your account when it is empty) must be a valid address. If any check fails, the customer is skipped (see below).

The attachment is the same one a manual Email send produces. See Customer Statements for what the statement contains and Application Settings for the email settings.

Sent Date and Delivery Status

Two columns on Customer Reports show the result of the last statement:

• Sent date: the date of the last statement attempt that was recorded, or - if none.
• Email: a label, green OK or red Failed!. Hover over the label to see the message.

What happened	Sent date	Email label	Hover message
Automatic run, balance > $0, email sent	Today	OK	Statement Delivered
Automatic run, balance $0 (single office)	Today	OK	Statement Not Sent (0.0$)
Automatic run, error while sending	Today	Failed!	The error message
Automatic run, invalid email setup (missing or invalid To, invalid CC, or invalid Invoice 'From' Address Override)	Not changed	Not changed	Not changed
Manual Email, sent successfully	Today	OK	Statement Delivered
Manual Email, error while sending	Not changed	Failed!	The error message

A failed automatic send is not retried

When the automatic run hits an error, the Sent date is still set to today, so the customer is not retried that day. The next attempt is on the next scheduled date. Fix the problem and use Email to send the statement manually.

Check email addresses

A statement can only be sent automatically when the customer has a valid Accountant Email and the CC and Invoice 'From' Address Override addresses are valid. Check that every scheduled customer has a valid Accountant Email.

Sending a statement manually

1. On Reports > Customer Reports, click the blue Email button on the customer's row.
2. In Send statement to customer, check To (pre-filled with the customer's Accountant Email) and Cc (pre-filled with the customer's Accountant Email (CC)). Add a Bcc if needed.
3. Click Send.

A successful manual send sets Sent date to today. If today is also the customer's scheduled date, the automatic run skips them, so they don't get two statements the same day.

Scheduler Information (Day Counters)

At the top right of Customer Reports, a row of counters shows how many customers are scheduled for each option: Sun to Sat (weekend days in red, weekdays in blue), then 1st, 15th and 2nd & 16th (green).

What the counters count

The counters count customers with a schedule, not emails delivered, so the number can be higher than the number of statements actually sent. Set inactive customers to Not Scheduled to keep the counts meaningful.

Multi-Office Accounts

On accounts with more than one office:

• Statements are per office. Each email covers only that office's invoices, and the subject ends with - <Office name>.
• The job goes office by office. A customer is emailed for an office only if they have an unpaid balance in that office. Offices where the balance is $0 are skipped, and nothing is recorded for them (no Sent date, no Statement Not Sent (0.0$) message).
• The 20-customer limit applies to the whole run, across all offices.
• A manual Email send uses the office you are currently working in. See Multi-Office.

Activity Log

UTX keeps a record of each automatic attempt (sent, not sent at $0, failed, or skipped because of an invalid email setup). This history isn't shown on a screen in the app; the Sent date and Email columns on Customer Reports are what you see. Contact UTX support if you need the history of attempts for a customer.

FAQ / Troubleshooting

The customer is scheduled but didn't receive a statement

Solution

Check, in order:

1. Is the customer Active? Inactive customers are never emailed.
2. Does the customer have an Accountant Email? Without a valid one, the statement can't be sent.
3. Was the balance $0? Hover over the Email label. Statement Not Sent (0.0$) means there was nothing to collect.
4. Is the label Failed!? Hover to read the error, fix it, and send manually with Email.
5. Were many customers due that day? Each run processes a limited number of customers, in alphabetical order. If the customer wasn't reached on their date, they wait for the next scheduled date. Send manually if needed and spread out the schedules.

I changed the schedule to today but nothing was sent yet

Solution

The statement goes out on the next run of the job, not the moment you save. The job runs on a schedule managed by UTX. If you need it now, click Email on Customer Reports.

Why is "Bi-Weekly" sending twice a month instead of every two weeks?

Solution

Bi-Weekly on the 2nd and 16th sends on two fixed dates each month, the 2nd and the 16th. There is no every-other-week option.

I can't see the Delivery Day / Next Date column

Solution

Either automatic statements aren't enabled for your account (contact UTX support), or your role can't open Customer Reports. See Access & Permissions above.

The day counter says 40 but far fewer statements went out

Solution

The counters count customers with a schedule, not deliveries. Inactive customers are not emailed, and customers with a $0 balance aren't emailed either.

Do Garage customers use this schedule?

Solution

No. Garage customers have their own statement schedule and job. See Garage Reports.

Best Practices

Best Practices

• Fill in Accountant Email for every customer before scheduling them.
• Spread customers across weekdays and monthly options so each day's counter stays low.
• Post payments the day before a customer's scheduled date.
• Check the Email column after each scheduled day for Failed! labels.
• Set customers you deactivate to Not Scheduled so the counters stay accurate.