There are two ways to email statements/invoices:
If you run monthly posting manually, you can email them immediately after you post.
If you let Breeze run monthly posting for you, you can email them at any time by going to Reporting > Correspondence > Owner.
Each statement/invoice is attached to an email message, generated from a template. (The language in the template tells owners that they can pay their rent online. If you are not set up for online payments, you should edit the template.)
Statement vs. Invoice
A statement is a record of recent charges and payments. By default, it shows the current month and the previous month, but you can adjust the From month in the filter to go farther back.
An invoice shows a group of related charges (typically, the charges generated by monthly posting for the current month). To appear together on an invoice, the charges must be detailed lines on a single charge record.
To email statements or invoices to owners
Go to Reporting > Correspondence > Owner.
On the left, select the type of report you want to run. The screen defaults to Owner Statement, but there are many other options, including Ledger, Invoice, Notice to Pay, Violation Notice, Mailing Labels, and Unpaid Invoices. (The Unpaid Invoices report includes all unpaid invoices, from the current month and previous months.)
In this example, we'll show the Owner Statement.
Select a property and complete the other filter items as needed. (You can run the report for a property or a single owner.)
Note: By default, the Status field is blank. If you want to limit the email to current owners, select Current.
If you add text in the Notes field, it will appear on each statement.
In the Sender field, you can select which address to use as the "from" address on statements and invoices: the email address of the management company (the SPOC Email address on the Company Settings page), the owner, or the property.
Note: If you select a property that has more than one owner, Owner is not an option in this field.
Select a Recipient. By default, the email is sent to the Main Owner, but you can select any other Contact Types that have been set up, for example, the Billing Contact.
Click Display. Breeze generates statements.
You can download the statements by clicking View, or you can email them directly to the owners. When you email a statement, it is also attached to the owner record in Breeze so that you can see what was sent and when.
You can select all the owners by clicking the check box at the top left of the grid (to the left of Property).
If you want to download and print the statements, select all the owners and then click View Selected. Breeze generates one PDF that contains all the statements so you can download and print them easily.
You can see the email message that will be sent by clicking Preview. The email opens in a separate window and can be edited.
Envelopes for Owner Statements/Invoices
If you mail owner statements/invoices, we recommend using a standard #10 envelope with two windows.
Envelope Size: 4 1/8 X 9 1/2 (no smaller than 9).
Top Window: 1 1/8 X 3 5/8. Located 3/8 from the left, 1 15/16 from the bottom.
Bottom Window:1 X 3 5/8. Located 3/8 from the left, 1/2 from the bottom.
The output has been optimized to fit this size.