Statements of account: monthly statements for your clients

Audience: Riding schools, coaches and instructors who bill monthly Last Updated: 2026-10-30

▶ Watch: Statements of account (1:32)

Overview

A statement of account is one summary, once a month, of everything a client owes you, with a way to pay it. Instead of chasing each lesson invoice on its own, your client gets one email with one total.

Each statement lists:

• Every invoice still owing, oldest first, with its amount, what has been paid on it and what is still owing. That covers lessons and facility hire, trail rides, cancellation fees and agistment.
• The month's paid invoices, so the client sees the whole month (you can switch this off).
• The total due, how much of it is from earlier months, and how old it is: this month, 1 month, 2 months, 3 months or more.
• A "please pay by" date: the statement date plus the number of days you choose (14 unless you change it).
• How to pay: a link to pay by card where you take cards online, and your bank details with the statement number (for example ST-00042) as the reference, where you have added them.

It is an open-item statement: it lists the invoices still owing rather than carrying a balance forward. Every figure is the invoice's own figure from your Invoices screen, so a statement and your invoices always agree.

Monthly statements are off until you turn them on. You can still send one client a statement by hand at any time.

Who gets the statement

A statement goes to whoever pays:

• A child's lessons go on their parent's statement. Each of the child's lines says whose it was, for example Private lesson, Tue 7 Oct (Mia).
• A rider who has their own login gets their own statement.
• An agistee with no Horsify profile gets a statement for their agistment agreement, at the email on that agreement.
• A child who has no login of their own and no parent linked has no email address for statements: Horsify never writes to a child at an address of their own. Link the child to a parent on their client card first.

Turning monthly statements on

You need Finances at Manage (or to be an admin) to change these settings.

1. In the organiser menu, open Settings, then the Statements tab.
2. Under Monthly statements, tick Send every client who owes money a statement each month.
3. Under When they're due, choose:
   • Prepare them for me to look over, then I'll send them (the default). On the day, the statements are prepared and you are told they're ready. Nothing goes to clients until you send them.
   • Send them automatically. On the day, they go to every client without anyone pressing anything.
4. Choose Send on the (any day from the 1st to the 28th of the month) and At (the hour, on your organisation's clock). Each month's statement covers the month before. The default is the 1st at 9:00 am.
5. Work through the rest of the settings (below), then press Save settings.

Once saved, the page shows when the next run is, for example Next: October 2026 statements, Sun 1 Nov at 9:00 am.

Turning statements on part-way through a month never sends last month's straight away: the first run is the next one due.

The settings and their defaults

What a statement lists

"Lessons that have happened by the end of the month" means a lesson goes on a month's statement once its date has passed, whether or not the coach pressed Complete. A lesson booked for next month waits for next month's statement. Choose Only lessons marked complete if your coaches always complete their lessons and you only bill those. Choose Every lesson invoiced, including later ones to bill in advance.

How clients pay

Card payment needs Stripe connected and online payment switched on (Finances, Payments). If you haven't, the settings page says so and the card box can't be ticked. If you haven't added bank details, the page says You haven't added bank details yet with a link to the organisation profile, where an admin adds them. If you have neither, the Statements page warns you that statements can't say how to pay yet, and each statement asks the client to contact you quoting its number.

Reminder

The reminder goes once per statement, at your send hour, only while something on that statement is still owing (and at least your minimum). It isn't sent if the client has been sent a newer statement since, because that one lists everything still owing.

Review first, or automatic

Prepare them for me to look over is the safer choice while you get used to statements:

1. On your day and hour, the month's statements are prepared. Your admins and the staff who hold Finances get a notice: October 2026 statements are ready to review.
2. Open Finances, then Statements. The box at the top says how many clients owe how much between them, for example 14 clients owe $3,240 between them.
3. Look over anyone's statement with View. Leave out anyone you settle with another way (see Leave a client out).
4. Press Send 14 statements (the button shows the number), then Send them to confirm. They go out over the next few minutes, and the page shows them as they go.

Nothing is emailed until someone presses that button.

With Send them automatically, the statements go out on your day and hour without anyone pressing anything.

Either way, a month's statements are only ever sent once, and a client left out of the run is skipped.

The Statements page

Open Finances, then Statements. You need Finances at View to see this page, and at Manage to send statements or record payments.

On the Clients tab:

• The box at the top says where the monthly run is: off (Monthly statements are off: a client gets one only when you send it from here.), when the next one is (October 2026 statements will be ready for you to review on Sun 1 Nov at 9:00 am.), ready to review with its send button, or what was sent.
• Owing, Clients owing and In the monthly run totals.
• Month: this month so far, or any of the twelve months before it.
• Search clients, and Show clients with nothing owing.
• A row per client: what they owe (and how much of it is older), their Last statement (its number, when it was sent, and when they opened it or were reminded), and whether the Monthly run includes them. If it doesn't, it says why, for example Left out or Less than the $20.00 minimum is owing.
• View opens the client's statement.

The Sent tab lists every statement sent, newest first, with its status: Sent, Couldn't send or No email address. Search by client or statement number, and click one to open it.

If a client pays a statement by card after one of its invoices was paid another way, the extra money can't go on an invoice. It shows at the top of the Clients tab under Card payments with money left over. Refund it in Stripe or put it towards their next invoice, then press It's dealt with and note what you did.

A client's statement from their client card

Staff who hold Finances see a Statement button on each client card (Clients, open the client). It opens the same view as View on the Statements page, titled Statement for and the client's name. A child's statement is on their parent's.

It shows:

• To: the name and email it goes to. With no email address, it says so: add one to the client (or a parent) before sending.
• Month: last month to start with. Choose this month so far, or any of the twelve before it.
• Total due, If sent today (the pay-by date it would carry) and Monthly run (whether the run sends this client a statement, and why not).
• Still owing: each invoice with its date, number, what it was for, amount and what's owing, then how old the total is.
• Paid in the month, where there were paid invoices.
• Statements sent to this client before.

From here:

• Preview PDF opens the statement as the client will see it.
• Send statement emails this client their statement for the month shown, now. Horsify asks you to confirm the amount and the email address first. This works whether monthly statements are on or off.

Leave a client out of the monthly run

Untick Send this client a statement in the monthly run for a client you settle with another way. They stay out of every monthly run until you tick it again. You can still send them one by hand.

A statement you've sent

Open a sent statement from the client's Statements sent list, the Last statement column, or the Sent tab. It shows who it went to, the month and pay-by date, whether it was sent and opened, and Owing on it now against what was owing when it was sent, with the payments made against it.

• PDF downloads the statement as it was sent.
• Send again sends it again with today's figures and a new link. The link in the earlier email stops working.
• Record a payment is there while something on the statement is still owing.

Recording a bank transfer or cash payment

When a client pays a statement by bank transfer or in cash:

1. Open the statement and press Record a payment.
2. Enter the Amount received, choose How it was paid (Bank transfer, Cash or Other), and add a Note if you like.
3. Press Record payment.

The payment goes on the statement's invoices oldest first, just as if you had marked each one paid on the Invoices screen. Horsify refuses it if what's owing on the statement has changed since you opened it (check it and try again), or if the amount is more than the statement owes: record what the statement owes, and the rest against the invoice it was for.

You don't record card payments here: they are recorded when the client pays on the statement's page.

What your client sees

The client gets an email from your organisation: Your statement from your organisation's name, with the amount due and the pay-by date in the subject when something is owing. The PDF is attached, unless you've switched that off. The button says View and pay when something is owing and you take cards, otherwise View your statement.

The link opens the statement's own page (no login needed):

• your note, if you added one;
• Still owing: what is owing now on the statement's invoices. An invoice paid since the email drops off;
• Total owing and Please pay by;
• Pay the amount by card, where you take cards. One card payment covers every invoice on the statement. If you pass fees on to your payers, the fee is shown as its own line and gets a receipt of its own; otherwise nothing is added;
• Pay by bank transfer (or Or pay by bank transfer), with your bank details and the statement number as the reference, where you've added them. It tells the client you mark it paid when the transfer arrives;
• if neither applies, a line asking the client to contact you, quoting the statement number;
• the month's paid invoices, and Download the statement (PDF).

A card payment is recorded against each invoice it pays, so your Invoices screen shows them paid. The amount is worked out when the client presses Pay, not taken from the email. If one of the invoices was paid another way in the meantime, it takes only what it still owes and the rest goes to the statement's other invoices. Anything none of them can take shows on the Statements page under Card payments with money left over.

A link that has been replaced by a newer email for the same statement (Send again, or the reminder) shows Link not valid.

Good to know

• Event entries and memberships aren't on statements yet. Statements cover lessons and hire, trail rides, cancellation fees and agistment.
• Lesson packages only appear among the paid invoices, because they are paid for when sold.
• Finances at Manage is needed to change the settings, send statements and record payments. Finances at View shows the Statements page and the client card's Statement button. Admins can do everything. See Staff Access: Who Can Do What.
• Card payment only works where your organisation takes cards online (Stripe connected and online payment on).
• A fee is only added to the card total where you pass fees on to your payers (see Payment Fees Configuration). The settings page shows the fee note when it applies. Otherwise nothing is added and you absorb the platform fee, as on other online payments.
• Bank details are added by an admin on the organisation profile (see Bank Account Details for Organisations).
• No email address means no statement: the client shows as No email address until you add one to the client or a parent.
• Statements don't change your invoices. Writing off or cancelling an invoice still happens on the Invoices screen (see Invoice Write-Off and Cancellation), and the next statement reflects it.

Frequently Asked Questions

Will turning statements on email all my clients straight away? No. Turning them on never sends last month's statements at once. The first run is the next one due, and with Prepare them for me to look over nothing is emailed until you press the send button.

Can I send one client a statement without turning monthly statements on? Yes. Open their client card, press Statement, then Send statement.

A parent has two children riding. How many statements do they get? One: both children's lessons go on the parent's statement, each line saying which child it was for.

A client paid by bank transfer. How do I show that? Open the statement they paid and use Record a payment, or mark the invoices paid on the Invoices screen. Either way, the next statement shows only what is still owing.

Related

• Tax Invoices
• Invoice Write-Off and Cancellation
• Payment Fees Configuration
• Bank Account Details for Organisations
• Stripe Account Management
• Lesson Cancellation Fees
• Agistment: Paddocks, Horses and Agreements
• Client Management
• Staff Access: Who Can Do What

Support

Questions? Email support@horsify.com.au.\n\n---\n\nSource: wiki/features/STATEMENTS_OF_ACCOUNT_GUIDE.md \nLast synced: 2026-11-05 19:10:52 UTC