Automated statement generation and dispatch to customers

Purpose

1.1. Automate periodic generation of customer account statements detailing invoices, payments, credits, and balances.
1.2. Dispatch statements via preferred channel (email, SMS, postal, WhatsApp, etc.) to ensure timely financial transparency.
1.3. Reduce manual workload in finance by integrating accounting, CRM, and communications.
1.4. Support compliance, accurate record-keeping, and proactive account management for wholesale agrochemical transactions.

Trigger Conditions

2.1. Scheduled interval (e.g., monthly, quarterly)—configured in scheduler.
2.2. Completion of invoicing or payment reconciliation batch.
2.3. Manual trigger from finance dashboard for custom dispatch.
2.4. API webhook from ERP/CRM indicating new statements ready.

Platform Variants (with functions/APIs)

3.1. Microsoft Dynamics 365
• Feature: Power Automate; use ‘When a record is created/updated’ flow on statements table.
3.2. QuickBooks Online
• API: Create and send statements via ‘SendStatement’ endpoint.
3.3. SAP Business One
• Feature: Service Layer API; schedule ‘AccountStatement’ generation and export as PDF.
3.4. Salesforce
• API: SOQL to retrieve statement data; trigger outbound message to external process.
3.5. Xero
• API: ‘Reports’ endpoint; schedule ‘AgedReceivablesByContact’ and email via external mailer.
3.6. Zoho Books
• API: /customerstatements endpoint; trigger with automation function.
3.7. Oracle NetSuite
• Feature: SuiteScript scheduled script for statement creation and delivery using email API.
3.8. HubSpot
• API: Custom workflow with webhook to trigger statement generation.
3.9. Gmail (Google Workspace)
• API: ‘Users.messages.send’; attach statement PDF and email to customer.
3.10. Outlook 365
• Feature: ‘Send Mail’ in Power Automate to deliver statements as attachments.
3.11. Twilio
• Feature: SMS API ‘Messages.create’ to send download link of statement.
3.12. SendGrid
• API: ‘mail/send’; configure personalization for statement emails.
3.13. DocuSign
• API: Envelopes.create; send PDF statement for acknowledgement.
3.14. Dropbox
• API: ‘/files/upload’; store generated statements for link distribution.
3.15. WhatsApp Business API
• Endpoint: /messages; deliver statement link or PDF directly.
3.16. Docparser
• API: Automate extraction of statement metrics for reporting.
3.17. AWS SES
• API: ‘SendRawEmail’; programmatic statement dispatch.
3.18. Stripe
• API: ‘Invoices.list’ and ‘Customer.email’; automate reminders with statements.
3.19. Monday.com
• Feature: Automations to trigger webhook when finance item is updated.
3.20. FreshBooks
• API: ‘Clients.list’ + ‘estimate.sendByEmail’; schedule statement generation and send.
3.21. Mailgun
• API: ‘messages’; conditional send to customers with overdue balances.
3.22. Slack
• API: Bot notification to finance team upon each statement batch dispatch.

Benefits

4.1. Eliminates repetitive manual finance tasks and human error.
4.2. Accelerates statements delivery improving cash flow management.
4.3. Ensures customers are consistently informed and reduces disputes.
4.4. Enhances compliance, auditability, and documentation.
4.5. Supports omnichannel communications, adhering to customer preferences.