How to Create and Send Customer Statements in Sage 50

The lifeblood of any business is a steady stream of cash flow, and the main mechanism for securing that income is the billing statement. Within the Sage 50 ecosystem, generating, tracking, and distributing polished bills and account summaries is not just a routine clerical duty—it's a core function that, when mastered, can significantly enhance your working capital, build client trust, and project a professional image. This detailed tutorial will walk you through the entire workflow for generating accurate invoices, customizing them to your brand, and sending them efficiently directly from Sage 50.

The Benefits of Well-Designed Invoicing

Beyond simply requesting payment, a professional bill serves multiple critical purposes:

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• Accelerates Payment: Easy-to-understand bills are paid more quickly by your customers' accounts payable departments.
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• Establishes Credibility: A polished invoice builds trust and reinforces your brand.
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• Provides Legal Protection: An invoice is a legal document that details the terms of a sale, which is crucial for disputes.
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• Tracks Sales and Revenue: Every invoice feeds directly into your financial reports, giving you real-time insight into your income stream.
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• Simplifies Tax Filing: An organized record of all sales makes compiling tax returns infinitely easier.
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Creating a New Invoice: A Step-by-Step Guide

Step 1: Navigate to the Sales Invoice Window

From the home screen, go to Customers > Invoice. This will open a new invoice template ready for you to fill out.

Step 2: Select the Customer

In the Customer ID field, use the lookup button and select the correct client from your list. After you choose, their billing address, credit terms, and tax rate will automatically fill in based on their saved record.

Step 3: Input Billing Information

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• Invoice Date: This usually auto-fills to the today's date. Adjust it if needed to reflect the date of service.
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• Invoice #: Sage 50 will sequentially generate an invoice number. You can override this with your own preferred format if necessary.
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• PO Number: Enter the customer's PO reference if they have provided one.
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Step 4: Add Line Items

This is the core of the invoice. In the grid below:

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• Item Code: Select from the dropdown to choose an inventory item or service item from your list. Choosing a product will auto-fill the Description and Price.
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• Description: You can customize this field to add specific details about the product or service.
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• Quantity: Enter the number of units sold or hours billed.
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• Price: The price from the product record will appear, but you can manually change it for this specific invoice.
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• Amount: This column is auto-calculated (Quantity x Price).
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• Tax: Sage will automatically apply sales tax based on the item's tax setting.
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For additional items, simply press the Down Arrow key or click on the next blank line.

Step 5: Include Messages and Terms

Use the message area at the bottom of the invoice to add:

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• Customer Message: A friendly message or specific details.
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• Memo: An private memo that only your company sees.
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• Payment Terms: Reiterate the terms (e.g., "Due upon receipt," "Net 30").
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Step 6: Review, Then Post the Invoice

Carefully review all information for accuracy. When you are ready, click:

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• Save: Saves the invoice as a draft that you can come back to.
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• Post: Finalizes the invoice, updates the general ledger, adjusts stock levels (if applicable), and adds it to the customer's account. This action is permanent.
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Tailoring the Template Design

The software enables significant customization of your invoice templates. To access these options, click the Layout button on the invoice toolbar. You can:

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• Choose from various built-in styles.
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• Insert your logo and adjust colors to align with your brand.
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• Customize the fields and their placement on the page.
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• Create multiple templates for various business segments.
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Sending Invoices via Email

One of the biggest time-savers is sending bills electronically from within Sage 50.

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2. With the invoice displayed in the window, click the Email button (usually an envelope icon).
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4. Sage 50 will launch your default email client with the invoice attached as a PDF.
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6. The customer's email address will auto-populate in the "To" field.
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8. A pre-written subject and body will be created, which you can edit as needed.
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10. Click Send. Sage Intacct 50 will record the date and time that the invoice was emailed.
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Generating and Mailing Customer Statements

Monthly summaries offer a consolidated view of a customer's account activity over a given month, including invoices, payments, and adjustments.

To create a statement:

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2. Go to Customers > Statement.
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4. Select the customer (or multiple customers).
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6. Set the statement date and the aging period.
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8. Preview the statement and then either Print it or Email it directly to the customer using the same email functionality as for invoices.
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Conclusion: Streamlining Your Billing Process

Becoming proficient with billing features in Sage 50cloud transforms it from a time-consuming task into a strategic, efficient revenue collection system. By using saved client data to pre-populate details, designing branded documents, and adopting electronic distribution, you can drastically reduce the time spent on billing, reduce mistakes, accelerate payments, and present a flawless image. Making this process a integrated component of your daily routine is a critical move toward achieving financial clarity and ensuring ongoing success.