Before You Begin
Before you send email through Procare you must
Set Up Email Options.
Getting There / Select Families
- (Optional) Use the Select Filter to include only families to whom you wish to email a statement, such as those whose Account Balance is over a certain amount. You’ll be able to choose individual families from the filtered list before sending the emails.
- From the main screen of Family Data & Accounting click Functions > Family Accounting > Email Account Statements.
Using the Email Statements Feature
Statements are sent as .PDF attachments following these steps:
- At the Email Account Statements screen select a Date Range for the report by clicking the small button (with three dots) next to the date fields, for example you might select "This Month" or type in dates of your choosing.
- Choose the type of report you want to send from the "Choose Report" list (upper right). In most cases you'll want to use the "Standard Customer Statement" .
Year End: Tax Summary! For end of year tax purposes choose a summary report like the "Account Charge/Credit Summary w/o Balance". See also: End of Year Questions
Hint: To get an idea what each report looks like (without actually sending one) go to the "Account Statement" section of Family Accounting Reports.
- In the upper message box type a message to appear directly on the statement, for example: "Contact our Billing Office with questions at 123-4567" or "Please pay by the 5th of each month to avoid any late payment fees.".
- Enter a Subject Line for the email. By default the name of the report will be used but you may want a more specific subject like "Your Statement from ABC Childcare".
- In the lower message box type a message to appear in the body of the email, for example: "Attached please find a copy of your account statement from ABC Childcare".
- Click Next.
- Select the Primary and Secondary Payers (usually mom and dad) to whom you wish to send this email. Check the box at the top of the column to select everyone in that column.
Note: Names shown in red either do not have an email address or the address is not in a valid format. These people cannot be selected.
- Check the "Record in customer log" box (lower left) to have a record of sending this email entered on the Log Sheet of each account.
Note: The contents of the email is not recorded in the log, just the fact that the email was sent.
- Click Send.
Note: If you are using Outlook you may get a message saying that a program is trying to send email on your behalf. Be sure to answer Yes. Sent mail will then appear in your Outlook "Sent Items" folder.
Outlook Asks to Send Over & Over
You may find that Outlooks asks repeatedly for permission to send each individual email. This is a function of Outlook and is not controlled by Procare. However, you may choose to install a third party utility. See article Advanced Settings for Outlook.
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