A client statement is the document you send a client to summarise everything that's happened on their account over a date range — invoices, payments, credit notes, refunds, and the balance left at the end. They're the workhorse of debt-chasing and the standard touchpoint for corporate clients on monthly billing cycles. Lupa lets you generate and email statements to one client or hundreds at once from the Billing → Statements tab.

💡 In short: Go to Billing → Statements to see every client's balance, credits, and debits side by side. Pick a date range, select clients, and Generate Statement to email or download a branded PDF. For a single client's full history with payment, credit note, and reminder actions, open their profile and click Transactions.

Before You Begin

📍 Permissions required. The Billing access permission is needed to open the Billing app and the Statements tab. To create credit notes or write-offs from a client's profile you also need the matching permission (Invoice Credit Notes, Goodwill Credit Notes, or Refunds). Permissions are granted at Settings → Permissions.

Two views of the same data

View	Where	Best for
Billing → Statements	A multi-client list with balance, credits and debits columns	Generating monthly statements for a group of clients, spotting who has a balance
Client profile → Transactions	A single-client detail view with full per-transaction history	Investigating a specific client's account, recording payments, issuing credit notes

Both views are powered by the same data, so a payment recorded on a client's profile updates instantly in the Statements tab.

The Statements tab

Open Billing in the top navigation, then the Statements tab. The table lists every client with activity in the selected date range. Each row shows:

Column	What it shows
Name	Client name. Click to open their profile.
Email	Primary email. Click to compose.
Period Balance	Credits minus debits for the selected dates only — not the client's total account balance. Red if debits exceed credits, green if credits exceed debits, blue if zero. Hover the column header for a reminder of this definition.
Credits	Payments, credit notes and write-offs recorded in the selected period. Hover the column header for a reminder of what's included.
Debits	Invoices and refunds in the selected period. Hover the column header for a reminder of what's included.
Payment Term	The payment term applied to the client. Hover the name to see the due period, any late fee, and any early-payment credit. If the client doesn't have their own payment term, Lupa uses your practice's default payment term. Shows a dash only if no default has been set.
Actions	Three-dot menu with Generate Statement.

📸 Screenshot to add during sanity check: the Billing → Statements tab with a date range set, a few clients showing red Period Balance badges (debits) and green Period Balance badges (credits), and a row expanded to show its individual transactions.

Filtering and sorting

Date range picker - this defaults to the last month. Adjust to match your billing cycle (e.g. 1st – 30th).
Search by client name or email.
Sort by clicking any column header.
Filter by balance, credit, debit, and payment term via the column filter icons.

Expanding a client row

Click the chevron on any row to see that client's individual transactions for the selected date range to see invoices, payments, credit notes, and refunds in chronological order, with a running balance. Useful for a quick read of recent account activity without leaving the Statements tab.

Generating and sending a statement

There are two paths: one client at a time, or in bulk.

One client

Find the client in the Statements table.
Click the three-dot menu in the Actions column → Generate Statement.
The Statement Generator dialog opens with a preview of the statement for the selected date range.
Toggle the optional content switches:
Show Invoice Items: expands each invoice into its individual line items (longer statement, more detail).
Only Outstanding Transactions: hides paid invoices and shows only what's still owed.
Click Email statement to send it to the client's email on file, or Download to save the PDF.

📸 Screenshot to add during sanity check: the Statement Generator dialog with a single-client statement preview showing clinic header, client name, transaction table with running balance, and the outstanding-balance summary visible.

Bulk: many clients at once

Tick the checkbox on each client row, or use the header checkbox to select all visible.
The action bar appears at the top.
Click Generate Statements (with a count, e.g. Generate Statements (12)).
The dialog opens with a carousel. Use the previous/next arrows to spot-check each statement.
Click Email All Statements to send everyone an email, or Download All Statements to download a combined PDF.

⚠️ Email is disabled for clients without an email address on file. They appear in the carousel but the email button is greyed out for that client. Add their email under Client Profile → Contact first, or download the PDF and post it.

💡 Bulk downloads of large batches take a moment. A short tooltip warns you when downloading more than 10 at once - leave the dialog open until it finishes.

What's on the statement

The PDF carries your clinic's branding (name, address, logo) and is laid out in five sections:

Section	What it contains
Statement info	The pets covered, statement date, the date range, and opening / closing balance.
Transaction history	Date-ordered list of every transaction in the period (invoices, payments, credit notes, refunds) with debit, credit, and a running balance column.
Outstanding invoices	Every invoice still partially or fully unpaid as of the statement end date, with original amount, amount remaining, due date, and days overdue.
Account summary	Outstanding invoice balance, of which is overdue, and any unallocated credit on the account.
Payment information	Bank details and payment instructions, pulled from your store's settings.
Payment Terms Message	The payment message from the client's payment term, filled with aggregated values across their outstanding invoices — total amount due, earliest due date, and any late fee or early-payment credit amounts. Only appears when the client's payment term has a message configured. If the client has no payment term or the message is blank, this section is omitted from the statement.

The exact sections shown, their order, and the style (default vs. farm/equine) can be tuned at Settings → Financial Controls if you need a customised statement layout.

Client credit

A client's account can carry a positive balance (they're "in credit" ) when:

They've overpaid on an invoice (e.g. paid £100 against a £92 invoice).
An unallocated payment is sitting on their account (e.g. a deposit taken before the appointment or invoice was finalised).
A credit note has been issued and not yet applied to a specific invoice.
A goodwill credit has been added to their account.

Where credit shows up

The Credits column in the Statements tab.
The Balance badge in the client's profile header (green text and a + sign).
The account summary of the client's statement PDF, under "Unallocated balance on account".

Applying credit to an invoice

When a client has unallocated credit and a new invoice exists:

Open the client's profile and go to the Transactions section.
Click Allocate Credit (visible above the transactions table when unallocated credit is present).
Pick which credit entry to apply and which outstanding invoice to apply it to. Lupa caps the allocation at the available credit amount.
Confirm. The credit is allocated against the invoice and the client's balance updates. Credit can also be applied automatically when recording a payment by selecting an outstanding invoice that's smaller than the payment amount. Lupa allocates the difference as credit on the account. For full details on issuing credit notes and refunds, see .

Per-client debts and actions

To work an individual client's account (record a payment, issue a credit note, send a reminder) open their profile (click their name from anywhere they appear) and go to the Transactions section.

📸 Screenshot to add during sanity check: the Transactions section on a client profile, with a Balance badge in the header, an outstanding-debts table showing two unpaid invoices, and the Add Payment / Allocate Credit buttons visible above the table.

The Transactions section shows the complete history (invoices, payments, credit notes, refunds, write-offs) and offers the actions you'll typically take on a single client:

Action	What it does
Add Payment	Record a payment against one or more outstanding invoices. Choose card, cash, bank transfer, cheque, or insurance.
Allocate Credit	Apply unallocated credit on the account to an outstanding invoice. Visible only when credit is present.
Create Credit Note	Reduce the balance of a specific invoice (invoice credit note) or add general account credit (goodwill credit note). Permission-gated. See .
Record Write-off	Mark a debt as uncollectable. Removes the balance from the client's account but keeps the audit trail.
Email reminder	Send a manual invoice reminder for a specific outstanding invoice.
View History	Open the audit trail of every change made to the client's transactions — who did what and when.

For practice-wide debt management, such as aged debts, bulk reminders to many clients, write-offs at scale, use the Billing → Debts tab and the company-level Admin → Billing → Dashboard. See .

When to send statements

Scenario	Frequency
Standard practice	Monthly, to any client with an outstanding balance at month-end.
Overdue follow-up	Immediately when a payment is missed, then weekly while the debt is unresolved.
Corporate clients	Monthly or per their billing cycle. Many corporate accounts contractually require a statement.
Client request	On demand. Some clients want regular statements for their own records.
Year-end	Annual summary for clients with significant activity, useful for their tax records.

Tips

✅ Best practices:

Match the date range to your billing cycle. If you bill monthly on the 1st, set the statement to cover the prior calendar month.
Spot-check before sending in bulk. Click through the carousel to confirm the first three statements look right before hitting Email All.
Use Only Outstanding Transactions for chase letters. A statement that shows only what's still owed is clearer than a full ledger.
Combine the statement with a phone call for debts older than 60 days. A piece of paper rarely closes a 90-day debt on its own.
Review the Credits column weekly. Unallocated credit means a client's payment isn't being recognised against their invoices. Allocate it so their balance reads accurately.
Configure your bank details once. The payment information section pulls from store settings, so set it once and every statement gets it.

Troubleshooting

Problem	Solution
A client isn't appearing in the Statements list	Check the date range as they may have no transactions in that window. Or check the search box isn't filtering them out.
The Period Balance looks wrong	Remember that Period Balance only covers the selected date range, not the client's total account balance. Expand the client's row to inspect their transactions for that period. A common cause of a surprising balance is unallocated credit — go to their profile and use Allocate Credit to apply it to the right invoice.
Email button is disabled	The client has no email address on file. Add one under Client Profile → Contact, or download the PDF and post it.
Client says they didn't receive the statement	Confirm the email address. Ask them to check their spam folder. Resend from the Statement Generator. As a fallback, download the PDF and email it manually.
The Outstanding invoices section shows 0 but Balance shows debt	The debt may relate to invoices outside the date range. Extend the range or open the client's profile for the full picture.
Bulk download is taking forever	Generating PDFs in batches of more than 10 takes a moment. Leave the dialog open. If you need a very large batch, run two smaller ones.
Bank details aren't showing on the statement	The payment-information section reads from store settings. Configure them at Settings → Financial Controls (or whichever section your practice uses for store financials).

Frequently Asked Questions

What's the difference between a credit note and a refund?

A credit note reduces a client's account balance, either against a specific invoice or as goodwill credit on the account, available for future allocation. A refund moves money back out of your bank to the client. You can issue a credit note without a refund (the client keeps the credit on account) and you can issue a refund without a credit note (returning over-payment). See .

How is the Period Balance calculated?

Period Balance = credits (payments, credit notes, write-offs) minus debits (invoices, refunds) within the selected date range only. It is not the client's total account balance. A green Period Balance means credits exceeded debits in that window; a red Period Balance means debits exceeded credits.

Why does a client have a positive balance?

They have unused credit. The most common causes are an overpayment on a recent invoice or a credit note that hasn't been applied to a specific invoice. Open their profile and use Allocate Credit to apply it.

Can I customise the statement template?

The default template is layout-locked, but the sections shown, their order, and a few rendering options (show invoice notes, show batch and expiry, letterbox margins) are configurable at Settings → Financial Controls under statement settings.

Are statements sent automatically every month?

No - statements are always triggered manually. This gives you control over which clients are reminded and when. Most practices schedule a statement run at the start of each month for any client with a balance.

Will sending a statement be recorded against the client?

Yes. Sent statements appear in the client's communications history alongside other emails so you can confirm what's been sent and when.

How do I write off an unrecoverable debt?

Open the client's profile, go to Transactions, and use Record Write-off on the offending invoice. The balance is cleared from the client's account but the audit trail is preserved. See .

Client statements, credit and debts