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8. Send a statement or a printed notice
When you need this: a customer wants a statement of everything charged and paid this year. A landlord needs one for each unit. Or you have a letter to send: a welcome letter, a leak alert, a hydrant flushing notice. All of these come out of the same four steps.
Steps
On the left side of the screen, click Billing & Payments, then click Send Notices.
Click Start.
Under What are you sending?, click Account Statement. Then click Continue.
Under Who gets it?, type a name or account number in the search box and tick the customer. Tick as many as you need. Click Continue with 1 Customer.
Set Period start and Period end for the dates the statement should cover.
Click Preview Notice to see the first customer's statement as a PDF. Close it and click Continue.
Click Generate Notices. Utilops makes a PDF for each customer and saves it to their account.
Now choose how it goes out. Click Download Print Batch to print it yourself. Click Email to send it to the customers who get email. Then click Done.
Made a mistake? Click Undo on the green message that appears, or open Show me how at the top and pick Undo a mistake.
You are done when
The run shows under Past Notice Runs with the date, the type and how many went out. That list is your proof of mailing.
If something looks different
You want a mailing service to print and mail it. Click Have It Mailed for You. This needs a mail provider set up first, and it is the one thing not included in your monthly price.
You want your own letter. Pick Letter from Your Template Library in step 3, then pick the letter. Make the letter first under Documents.
Late and shut off notices. Those are the Late Payment Notice and Disconnect Notice cards. Quick start page 12 walks through them.
The Continue button is faded. The list above it says what is still missing, like no customers ticked yet.