Statements
The Statement Dashboard facilitates the creation, management, and review of financial or informational statement periods for the community.
Location: Statements (Main Navigation)
Objectives
- Primary Goal: To enable administrators to efficiently manage statement cycles, ensuring timely and accurate disclosures
- User Benefits: Provides an organized approach to managing statement cycles, promoting transparency and regular updates to stakeholders
Key Features
-
Statement Period Management
- Create billing cycles
- Organize statement periods
- Track statement distribution
-
Broadcast Integration
- Send statement messages
- Multiple messaging options
- Track delivery metrics
-
File Management
- Upload statement files
- Version control
- Secure distribution
Tips and Tricks
Best Practice: Regularly check the Statement Dashboard to keep track of the statement issuance schedule and to ensure all necessary statements are prepared and issued within their respective periods.
Creating Statement Periods
Setting Up a New Period
- Click ‘Create New Statement Period’
- Enter period details:
- Name - (e.g., “January 2025 Billing”)
- Period Start Date
- Period End Date
- Billing Definition - File import specifications
- Click ‘Save’ to create the period
Period Configuration
Each statement period includes:
- Billing cycle dates
- Due dates
- File specifications
- Messaging templates
- Distribution methods
Managing Statement Files
Adding Statement Files
- Navigate to the Statement Period
- Locate the Statement Period Files widget
- Click ‘Add File’
- Upload the statement file
- Provide file details:
- File name (must be unique)
- Description
- Version notes
Important: Each file must have a different name than previously used files for the system to accept it.
File Requirements
- Supported Formats: PDF, CSV, Excel
- Naming Convention: Include period and version
- Size Limits: Check system specifications
- Security: Files are encrypted in transit
Sending Statement Messages
Messaging Options
The Messaging Options widget displays available distribution methods:
- Email Delivery - Digital statements via email
- Text Notifications - SMS alerts with links
- Portal Access - Web portal notifications
- Print Requests - Physical mail triggers
“Total Matches” shows the number of contacts for each option.
Activating Messaging
- After adding statement files, click “Activate Messaging”
- Review the messaging options that become available
- Verify contact counts for each channel
Scheduling Messages
- Click ‘Schedule Messages’ under your chosen option
- Locations Tab:
- Select target locations
- Apply filters if needed
- Verify recipient count
- Schedule Tab:
- Send immediately or schedule
- Set date/time for scheduled send
- Confirm Tab:
- Review message content
- Verify recipient list
- Click ‘Send’ or ‘Queue’
Statement Types
Utility Bills
Standard monthly/quarterly bills including:
- Service charges
- Usage details
- Payment information
- Due dates
- Account history
Special Assessments
One-time or periodic assessments:
- Project funding
- Infrastructure improvements
- Special district charges
Annual Statements
Year-end summaries including:
- Annual usage reports
- Tax statements
- Rate notifications
- Account summaries
Informational Statements
Non-billing communications:
- Rate change notices
- Policy updates
- Service modifications
- Conservation reports
Workflow Integration
Automated Processes
Statement periods can trigger:
- File Generation - From billing system
- Quality Checks - Validation rules
- Distribution - Multi-channel delivery
- Reminders - Payment due dates
- Follow-ups - Past due notices
Manual Interventions
Required manual steps:
- Review statement accuracy
- Approve for distribution
- Handle exceptions
- Process corrections
- Manage disputes
Tracking and Reporting
Distribution Metrics
Monitor statement delivery:
- Sent Count - Successfully distributed
- Delivery Rate - Confirmed receipt
- Open Rate - Viewed statements
- Payment Rate - Resulting payments
- Error Rate - Failed deliveries
Common Issues
- Invalid contact information
- Bounced emails
- Undeliverable addresses
- File upload errors
- Messaging failures
Security and Compliance
Data Protection
- Encrypted file storage
- Secure transmission
- Access controls
- Audit logging
- PCI compliance (if applicable)
Retention Policies
Recommended retention:
- Current Statements: Always available
- Historical Statements: 7 years
- Supporting Documents: 3 years
- Communication Logs: 1 year
Important Considerations
Before Distribution
- Verify statement accuracy
- Confirm file upload success
- Review recipient list
- Test message formatting
- Check scheduling settings
After Distribution
- Monitor delivery status
- Address bouncebacks
- Handle inquiries
- Process corrections
- Document issues
Quick Reference
Monthly Tasks
- Week 1: Generate statements
- Week 1-2: Review and approve
- Week 2: Upload and activate
- Week 2: Schedule distribution
- Week 3: Send reminders
- Week 4: Process payments
Troubleshooting
| Issue | Solution |
|---|---|
| File won’t upload | Check file name is unique |
| No messaging options | Click “Activate Messaging” |
| Low match count | Verify contact data |
| Messages not sending | Check schedule settings |
| Delivery failures | Review contact preferences |
Related Features
- Broadcasts - Mass communication tools
- Contacts - Manage recipient information
- Forms - Collect payment preferences
- Workflows - Automate follow-ups
Need help with statements? Contact support or reach out to Preston at preston@yoppify.com