Statements and Invoices for QuickBooks Enterprise
Monthly statements and a weekly invoice email built from QuickBooks’s own invoice copies, the signed delivery ticket behind each one, every invoice sent once, to the customers you enroll.
Collections & ARUpdated Oct 202620 ERPs
See it work on QuickBooks.
Click through the steps. Fictional data, in QuickBooks’s terms; the real thing runs on QuickBooks.
| Invoice | Date | Amount | Job | POD | Send |
|---|---|---|---|---|---|
| 39102 | Oct 13 | $4,218.40 | Lot 14 · Birchwood | Signed | Selected |
| 39118 | Oct 14 | $1,960.00 | Lot 14 · Birchwood | Signed | Selected |
| 39141 | Oct 16 | $7,304.25 | Lot 16 · Birchwood | Signed | Selected |
| 39160 | Oct 17 | $612.80 | Counter | None | Skipped |
Cedar & Stone’s week, by job.
Tools in this workflow.
Pieces your customers and your team use directly, on their own or inside this workflow.
The problem, as it happens in QuickBooks.
Statements go out once a month from QuickBooks, and the questions start the next day: can you send me that invoice, with the signed ticket, and the credit memo you mentioned. Someone pulls each copy from the attachments on the transaction, finds the ticket in the scan folder, and emails it by hand.
Project accounts want their invoices by job. Some want them weekly. Some want accounts payable copied. QuickBooks has one statement cycle and one address on the customer record.
How it works.
- 1
Monthly statements
On the 1st or the 15th, pushed past a weekend, each statement covering the previous month, built from QuickBooks’s open items, with a pay-online code. Only to customers you enroll.
- 2
The weekly invoice email
First business day of the week: one PDF holding each invoice from the week just ended, followed by its proof of delivery, in date order. Only to the customers you enroll.
- 3
Any set of invoices, on demand
On the customer page, pick the invoices, choose To and Cc, attach delivery tickets and credit memos, preview the email as it will read, send.
- 4
Sent once
A ledger of what went to whom. A delivered customer is never emailed the same invoice twice; a credit memo rides once, with the next email.
How it connects to QuickBooks.
Lunica reads QuickBooks’s open items, the customer record and the invoice copies in the attachments on the transaction through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection. A statement is built from the open items as QuickBooks has them on the day it runs; an invoice email carries QuickBooks’s own invoice copy, with the signature capture where the driver collected one. Terms and the statement address come from the customer record.
Nothing is posted to QuickBooks by Lunica. A statement or the weekly invoice email goes only to a customer your team enrolled, on the schedule your team set; any other send is picked, previewed and sent by a person. Every send is logged against the account. A payment made from a statement’s pay-online code comes back to QuickBooks as the QuickBooks SDK where it allows, or keyed by your team from what Lunica prepared, and a person posts it.
What a week looks like.
- Statement questions drop, because the ticket came with the invoice.
- Project customers get their invoices by job, weekly.
- Every send is logged: who, what, when.
- Credit memos reach the customer the first time.
Questions
Who gets a statement?
Only customers on the statements roster, a per-customer switch your team controls.
Where do invoice copies come from?
From QuickBooks’s own invoice copy in the attachments on the transaction, including the signature capture where the driver collected one.
Can we send to AP and the project manager?
Yes. To, Cc and Bcc per send, and defaults per customer.
What about customers who want paper?
Leave them off the roster. Nothing changes for them; QuickBooks prints their statement as it always has.
Does it write to QuickBooks?
No. Lunica reads the open items and the invoice copies and sends the email. The statement run in QuickBooks is yours to keep or retire, and a payment made from a statement is posted by your team.
Can a customer pay from the statement?
Yes. Each statement carries a pay-online code that opens a payment page under your name. The payment comes back as a remittance your team posts.
Does it need a server?
Lunica runs on one Windows server inside your network, beside the company file, set up and maintained by Lunica. It reads QuickBooks Enterprise through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection. There is no inbound connection from outside your network.
What does Lunica read in QuickBooks?
The customer record, open items and terms, purchase orders and receipts, the item list, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to QuickBooks?
Nothing lands in QuickBooks without a person. What belongs in QuickBooks goes back as the QuickBooks SDK where it allows, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in the attachments on the transaction. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Statements and Invoices is written for every system on the list. You’re reading the QuickBooks version.
Lumber and building materials
Wholesale distribution
General business
- Dynamics 365 Business Central
- NetSuite
- Sage 100
- QuickBooks Enterprise
- Acumatica
- SAP Business One
- Epicor Kinetic
Another system? Tell us which →
See it on your QuickBooks data.
Thirty minutes. We walk the workflow on QuickBooks data, then map it to yours.