User Guide: Zero Touch Statements

Purpose

Smartwebs’ Perforated Statements service enables statements to be automatically mailed through an integration with our mailing partner, similar to our Violations Zero Touch Mail service.

Statements are printed on perforated paper with a detachable coupon section and an optional return envelope.

Clients do not need a direct account with the mailing provider to use Perforated Statements in Smartwebs.

Product Pricing

Zero Touch Mail Flyer

Product Sample 

Sample Statement

Processing Zero Touch Statements  

To request that Zero Touch Statements be enabled on your Smartwebs account, Contact Us. 

Your Client Success Specialist will work with you to configure your account and statement template to enable Zero Touch Statements, including your logo, return address, and statement settings.

Once configuration is complete, follow the steps below to begin processing Statements in Smartwebs.

Generating Statement(s)

1. Navigate to Accounting > Receivables > Statements
2. Select the "+ Generate Statements" button
3. Subledgers: All subledgers are selected as a default, but you can uncheck any you do not want generated
   
    

   4. Choose the "Group" or "Homeowner" tab

    

   a. Group - This allows you to generate statements for an entire association or selected groups

    

   b. Homeowner - This allows you to generate a statement for one homeowner at a time

    

   c. For this example I have selected the Group tab.

1. 1. Statement exclusion options: Check the box to exclude instances from your batch
      1. Exclude $0.00 balance statements
      2. Exclude credit balance statements
      3. Exclude international addresses
   2. Select the Group(s) you want to receive a statementGroups
   3. Dates
      1. These are the default dates you set in Accounting > Settings > Statements. You can edit these if needed via the calendar or direct entry
   4. Select the "Next" button
      
   5. A review drawer will pop up with options for "Back", to make changes, and "Generate" to proceed with the statement generation
      
   6. Select the "Generate" button to proceed
      
   7. The status will begin with "creating", then change to "Pending" once the statements have generated

Approving and Editing Statements

1. From the "Batches tab"; select the batch row to view each statement in a group.

 

a. Your options are to view the statement, by selecting the PDF icon, or deleting the statement by selecting the "Delete" button

 

b. Once you have reviewed your batch(es) you can:

1. Approve the batch, by selecting the "Approve" button
2. Make changes to your template, then recreate your batch, by selecting the "Recreate" button
3. Delete the batch, by selecting the "Delete" button

c. Select the "Approve" button

 

d. A confirmation box will appear. Select "Yes" to continue

 

e. Repeat for each batch/group/homeowner

 

Printing and Emailing Statements

1. From the "Print" tab
   
   a. You will now see that each statement generate has a message in the First Class and Email columns indicating that the mailing and emailing will take place at 7pm CST
   
   

    

b. You can also select the "Preview All" button to generate a PDF's of all statements you selected as one file as well as Email their statement instantly without waiting for 7pm.

 

Quick Reference: Zero-Touch Statements

Setup

• General Settings:

• • Accounting > Settings > General Options → Enable Southdata Auto Mail Service

• Return Addresses:

• • Association: Manage > Association > Configure → Verify/Update
  • Company: Manage > Company > Profile → Verify/Update
  • Payment Processing: Manage > Company > Banking → Add Perforated Statements address

• Logo:

• • Manage > Association > Association Logo → Upload under Association Logo for Reports

• Statement Settings:

  • Accounting > Settings > Statements → Configure:
    • Mailing Option: Automail Southdata

• • • Return Address + Payment Processing Address
    • Custom Messages (Main = 700 char / Upper Right = 200 char)
    • Backer (1-page PDF) + Additional Docs (combined PDF)
    • Color scheme & print options
    • Envelope: Yes/No
    • Billing defaults (Frequency, Dates: Statement / Balance Forward / Due / Late)
    • Exclude Collection Statuses (optional)
    • Assign templates per group if needed

Processing Statements

1. Generate Statements

• • Accounting > Receivables > Statements → + Generate

  • Choose Group or Homeowner

  • Apply exclusions: $0.00, credit balances, international addresses

  • Adjust dates if needed → Next → Generate

2. Approve/Edit Batches

• • Batches tab → View (PDF), Delete, or Recreate

  • Approve batch → Confirm Yes

  • Print & Email

• • Print tab → Statements scheduled 7 PM CST

  • Options:

• • Preview All → Combined PDF

  • Send Email Instantly

End of User Guide