Statement of Accounts — Self-Service Automation

NotifHub automatically emails every customer their Statement of Account on a schedule you define. Statements are generated from your FMS data and sent from your company's own mailbox — no manual exports, no spreadsheets, no waiting on Fr8Labs support. Finance and operations staff configure everything themselves: which customers receive statements, what the statement looks like, when it goes out, and who reviews it before it reaches customers.

Getting there

Sign in at user.fr8labs.co to land in the Notification Hub portal. Click the Statement of Accounts tile to open the SoA workspace at /client/soa. The workspace has five tabs: Overview, Statement, Recipients, Schedule, and Runs — each covering one part of the setup.

Before you start — prerequisites

Two things must be connected before the SoA workspace can do anything useful. Both are configured at Email Settings (/client/email-settings):

1. FMS login connected — the FMS connection row on the Overview checklist must show a green check. This lets NotifHub pull statement data from the FMS on your behalf. Go to Email Settings → PDF Setup to connect it.

2. Email account connected — connect your company's own email account (e.g. Microsoft 365 or Google Workspace). This is required for Live mode. The shared Fr8Labs account supports Test and Internal review modes only.

Both items appear as the first two rows of the Setup checklist on the Overview tab.

The walkthrough

The video below walks through each tab of the SoA workspace on a configured demo environment.

Overview — your setup checklist

The Overview tab is your starting point. At the top, a status strip shows the current state at a glance:

Below the status strip, the Setup checklist tracks your progress toward going live. It has seven items, and each row is clickable — it jumps directly to the tab or setting that resolves it:

1. FMS connection — FMS login connected, statements can be pulled

2. Statement — a default template exists (e.g. "Default statement")

3. Recipients — assignment rules and groups are configured (e.g. "0 rule(s), 1 group(s)")

4. Schedule — a schedule exists (e.g. "Monthly · day 8 · 02:00 SGT · not enabled")

5. Sending account connected — at least one connected email account is available for live sending

6. Tested — at least one test preview has been run from the Runs tab

7. Send mode — current mode (Test means statements go to your test address only)

Items with a green check are complete. Items with a blue check are configured but may need attention. Grey circles are still pending.

Below the checklist, a Recent runs summary shows the last few runs with their period, status, and sent/failed counts.

Statement templates — what the statement looks like

The Statement tab is where you define the format of the statement PDF each customer receives. A template controls three things:

• Statement type — Open items (all unpaid), Monthly activity, or Year-to-date. Most setups use "Open items (all unpaid)".

• AR / AP inclusion — checkboxes for Include AR (Receivables) and Include AP (Payables). Most setups enable AR only. Enable AP when you also want to show amounts you owe the customer — useful when they are both a customer and a vendor and you want a net position.

• Statement columns — the columns that appear on the statement PDF. Columns are seeded from an existing FMS SOA report view (e.g. report view #1038) using the Seed columns button, then toggled Shown/Hidden or reordered in the template editor. Edits here never change the FMS report view itself.

The template editor also includes fine-tuning options:

• Show only invoice lines — hides payment, credit note, and journal rows for a cleaner statement

• Due date — shows the due date column on the statement

• List transactions individually — shows each pre-period transaction instead of a single brought-forward balance (applies to Monthly and Year-to-date types)

• Include cancelled/voided invoices — includes invoices that were later cancelled or voided

• Combine lines by invoice number — rolls multiple lines sharing an invoice number into a single row

• Accounting dimensions — inherit cost centre and project dimensions when selecting entries

One template is marked as the default. When no assignment rules apply to a customer, they receive the default template.

Recipients — who gets what

The Recipients tab controls which customers get which template and how their email is addressed. It has three sections:

Template assignment rules use a routing cascade with three tiers of priority:

1. The default template applies to every customer unless overridden.

2. Partner-type rules (ordered list) are checked top to bottom — the first match wins. Drag rows to change priority.

3. A specific-partner rule (by customer code) always wins over both of the above.

This means you can set a blanket default, override it for categories of customers (e.g. all carriers get a different template), and still pin individual customers to a specific template.

Partner groups solve a specific problem: the FMS locks one partner record to one currency, so a multi-currency customer has several partner records. A partner group bundles them into a single email with each currency's statement PDF attached.

Recipient overrides let you force or suppress a specific customer's email address — useful when the FMS contact email is wrong or when a customer should be skipped entirely.

Schedule — when and how statements are sent

The Schedule tab is where you define the timing and delivery settings for statement runs. The demo environment has a schedule named SoA Self-test (tenant 18) configured as follows:

The off-peak run time slots (01:00–05:00 SGT) protect the FMS from heavy load during business hours. The schedule editor shows these as a coloured pill grid with load indicators — pick a slot that shows low contention.

Email content uses templates with placeholder variables:

• Subject: Statement of Account — {{statementMonth}} {{customerCode}}

• Body: Uses placeholders to personalise each email.

Available placeholders: {{customerName}}, {{customerCode}}, {{periodLabel}}, {{statementMonth}}, {{asOfDate}}, {{outstanding}}.

Note: A new schedule is disabled by default — nothing sends until you explicitly enable it and set the send mode.

Send modes — your safety net

Send mode is the single most important control in the SoA workspace. It determines who actually receives emails:

Note: Live mode requires your company's own connected email account. The shared Fr8Labs sending account can only be used in Test and Internal review modes.

The recommended progression: start in Test to verify statement content, move to Internal review so your team can check a full scheduled run, then switch to Live only after a clean review cycle.

Runs — preview, test, and go live

The Runs tab has three actions and a history table:

The Run history table below shows every past run with columns for period, status, trigger type (manual or scheduled), customer count, sent, failed, skipped, and completion date. Click a run row to see per-customer detail — including the generated PDF for each recipient.

Note: Always run Preview recipients first before any real send. It catches email-address issues and unexpected customer inclusions before statements go out. The action buttons appear once a schedule is enabled on the Schedule tab.

Getting to Live — the recommended path

1. Connect FMS login and email account at /client/email-settings. Verify both show green checks on the Overview checklist.

2. Create a statement template on the Statement tab. Set it as the default. Choose the statement type, enable AR/AP as needed, and seed + customise columns from your FMS report view.

3. Configure recipients if needed — set up partner groups for multi-currency customers, add assignment rules for customer segments that need different templates, and add overrides for any email corrections.

4. Create a schedule on the Schedule tab. Set the frequency, run day, and time. Set the send mode to Test. Add your test recipient email.

5. Preview recipients on the Runs tab. Verify the customer list, outstanding amounts, and email addresses are correct.

6. Send test preview to check the actual statement PDFs arrive and look right.

7. Switch to Internal review and enable the schedule. Let a full scheduled cycle run — your team reviews the output.

8. Switch to Live when the team is satisfied. Enable the schedule. Statements now go to real customers on the configured cadence.

Note: Nothing reaches customers until the schedule is both set to Live mode and enabled. You can safely experiment in Test and Internal review at any time.