---
title: Manage Statements and Payment Batches
description: Create, send, edit, mark paid, refund or void a customer statement in the Billing Hub, and reverse orders from a payment batch.
---

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1. [MetaFleet Answer Hub](https://support.metafleet.ai/?hsLang=en)
2. [Invoicing & Payments](https://support.metafleet.ai/invoicing-payments?hsLang=en)

# Manage Statements and Payment Batches

## Create, send, pay, fix or void a customer statement, and reverse orders from a payment batch.

**For:** Owners, managers and accountants · **Permission:** Manage Billing Hub · **Time:** ~5 minutes

### Quick summary

1. Open **Billing Hub**, select a customer's orders and click **Create Statement**.
2. Click **Send Statement** to save the statement and email it, or **Preview** to save it as a draft without emailing anyone. Use **Resend** on the statement page if the customer needs another copy.
3. When the customer pays, open the statement and click **Mark as Paid**. MetaFleet records the payment as a payment batch.
4. To fix a mistake, use **Edit**, **Void** or **Refund** on the statement, or reverse orders on the payment batch.

### Before you start

- The orders must be invoiced and still owe a balance. They show on the **Service Orders** tab of the Billing Hub.
- A statement covers one customer company. Select orders for one company at a time.
- To find the right orders first, see [Find and Collect Unpaid Invoices in the Billing Hub](https://support.metafleet.ai/use-the-billing-hub?hsLang=en).

### Create a statement

1. **Select the orders.** On the **Service Orders** tab, tick the checkbox on each order for the customer.
2. **Click Create Statement.** A panel opens with the statement number, the statement date, the selected orders and an aging preview. A PM or Inspection invoice shows the day it was sent as its date.
3. **Pick a Payment Channel.** **Manual Collection** is the only channel you can pick. It sends the statement with no payment information, and you record the payment yourself later. The other two tiles are grayed out.
4. **Add an extra recipient or a message** if you need to. Fill in **Send to (additional email)** or **Message to customer**. Both are optional. The panel says who the statement will be emailed to.
5. Click **Send Statement**. MetaFleet saves the statement and emails it to the customer's contacts. Or click **Preview** to save it as a draft and open it without emailing anyone. Click **Cancel** to leave without creating anything. If no contact has an email, the statement is saved as a draft.

![Create Statement panel with the statement number, date and the Manual Collection channel selected](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/manage-statements-and-payment-batches-01-create-statement.png?width=356&height=175&name=manage-statements-and-payment-batches-01-create-statement.png)

> The panel shows a placeholder number. MetaFleet assigns the real number, like ST-2026-0001, when it saves the statement. Check who it will be emailed to in the panel before you click **Send Statement**.

### Find a statement

Open the **Statements** tab in the Billing Hub. Each row shows the statement **Number**, **Date**, **Company**, **Status**, **Total**, how many times it was **Sent** (for example 1x, or — if never) and a **PDF** column with a **Preview** link. The column shows — until the statement has a PDF. Click the statement number to open it. **Preview** opens a fresh copy of the PDF in a new tab. If it can't, you see "We couldn't open the PDF. Try again."

![Statements tab in the Billing Hub listing one draft statement with its date, company, total and Preview link](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/manage-statements-and-payment-batches-03-statements-tab.png?width=961&height=244&name=manage-statements-and-payment-batches-03-statements-tab.png)

### Read the statement page

The top of the page shows the statement number, the customer, a status badge and whether it has been sent. A new statement reads "Not sent yet. This statement is a draft." The buttons across the top are **Download PDF**, **Edit**, **Void**, **Mark as Sent**, **Send** and **Mark as Paid**. **Download PDF** opens a fresh copy of the statement PDF in a new tab. If it can't, the page shows "We couldn't open the PDF. Try again." **Refund** appears when some money can go back to the customer and you have the Approve invoice permission.

![Statement page for a draft statement with Edit, Void, Mark as Sent, Send and Mark as Paid buttons and the total outstanding](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/manage-statements-and-payment-batches-04-statement-page-v2.png?width=520&height=96&name=manage-statements-and-payment-batches-04-statement-page-v2.png)

Under the buttons you see **Total Outstanding**, **Statement Date**, **As Of** and **Due Date**. Below them are an **Aging Summary** (Current, 1–30, 31–60, 61–90 and 90+ days) and the **Line Items**, one row per order.

### Resend a statement

1. Click **Send**. After the first send, the button reads **Resend**.
2. Type the **Recipient Email**. On a resend you can choose **Resend to original recipient** or **Send to new email**.
3. Click **Send**, or **Cancel** to close the form.

![Send Statement form with a Recipient Email field and Send and Cancel buttons](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/manage-statements-and-payment-batches-05-send-form.png?width=868&height=178&name=manage-statements-and-payment-batches-05-send-form.png)

Once a statement is sent, a banner shows when and to whom. A **Send history** section lists every send.

**Mark as Sent** is only on a draft. Use it when you gave the customer the statement another way. It changes the status without emailing anyone.

### Change which orders are on a statement

1. Click **Edit**. A banner reads "Editing statement".
2. Click **+ Add Service Order** to add an order, or click the ✕ (**Remove from statement**) on a line to take one off.
3. Click **Done Editing** to save, or **Cancel** to discard. **Done Editing** stays grayed out until you change something, and the page shows **Unsaved changes** until you save.

![Statement page in edit mode with the Editing statement banner and Cancel and Done Editing buttons](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/manage-statements-and-payment-batches-07-edit-mode-v2.png?width=520&height=119&name=manage-statements-and-payment-batches-07-edit-mode-v2.png)

The other buttons are switched off while you edit. Edit is not offered on a paid or voided statement.

> If the statement has linked payments, the page warns that editing can orphan the link. Check the payments under **Linked Payments** before you change the orders.

### Mark a statement as paid

1. Click **Mark as Paid**. The **Record Payment** panel opens for the statement with all its orders already selected.
2. Enter the **Total received**, the **Method** (for example Check), the **Payment date** and a **Remittance #** if you have one. If you enter a **Discount %**, a **Discount note** is required. The date you pick is the date shown under **Linked Payments** on the statement and on the customer's receipt email and PDF.
3. Check the **Cash applied** column for each order. An order that changed after its invoice was sent shows an "Invoice out of date" line under its number. The payment pays off the amount the customer was billed. Resend the invoice from the order to bill any difference. If an order was refunded as **Customer was charged twice or overpaid**, the refunded amount is owed again and is included in that order's balance here.
4. Click **Record Payment**.

![Record Payment panel for a statement with total received, method, date and the orders it covers](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/manage-statements-and-payment-batches-08-mark-paid-v2.png?width=356&height=168&name=manage-statements-and-payment-batches-08-mark-paid-v2.png)

MetaFleet records the payment as a payment batch and moves the statement to Paid, or to partly paid if the payment doesn't cover every order. The panel's receipt options are the same as in [Record a Payment and Apply Customer Credit](https://support.metafleet.ai/record-payments-and-customer-credit?hsLang=en).

### Refund an invoice on a statement

Click **Refund** at the top, or **Refund** on a paid line. A drawer opens. If you started from the top button, it asks which invoice. The refund shows in **Linked Payments** on the statement, and the statement's total due doesn't change.

### Void a statement

1. Click **Void**.
2. Type a reason in **Reason (required, audit trail)**.
3. Click **Void Statement**, or **Cancel** to keep it.

![Void Statement form with a required reason field and Void Statement and Cancel buttons](https://support.metafleet.ai/hs-fs/hubfs/knowledge-base/oct-2026/manage-statements-and-payment-batches-06-void-form.png?width=868&height=178&name=manage-statements-and-payment-batches-06-void-form.png)

> You can't void without a reason. The reason stays on the statement for your records.

### What a payment batch is

A payment batch is a payment recorded through **Record Payment** in the Billing Hub, including **Mark as Paid** on a statement. It can cover several orders. The batch keeps the total received, the method, the reference, the date, who recorded it and how much went to each order.

Batches show on the **Payments** tab of the Billing Hub. The **Source** column shows **Batch** for these, **Individual** for payments recorded on one order's Billing tab, and **Stripe** for card payments. A batch row links to the batch page. A batch tied to a statement also shows under **Linked Payments** on that statement.

### Reverse orders from a payment batch

1. Open the batch from the **Payments** tab.
2. In the **Allocations** table, tick each order to take back. The table shows **Cash Applied**, **Discount** and any credit applied.
3. Click **Unapply** with the count, for example **Unapply 2**.
4. Type a reason in **Reason (required for audit)**, then click **Reverse Selected**.

A closed repair or tow order that owes money again goes back to **Pending Payment**. The linked statement is updated to Paid, Partially paid or Sent.

When every order on the batch has been unapplied, even over several unapplies, the batch is voided. Unapplying doesn't void the payment in QuickBooks.

> A voided batch shows a **VOIDED** badge and can't be changed.

### QuickBooks

If you use QuickBooks, see [Payments, Refunds, Credits and Late Fees in QuickBooks](https://support.metafleet.ai/quickbooks-payments-reference?hsLang=en) for how payments and refunds sync.

### Troubleshooting

| Symptom | Likely cause | Fix |
| --- | --- | --- |
| Send, Void and Mark as Paid are grayed out | The statement is in edit mode | Click **Done Editing** or **Cancel**. |
| There is no Mark as Sent button | The statement has already been sent or paid | Use **Resend** if the customer needs another copy. |
| There is no Mark as Paid button | The statement is already paid or voided | Open the payment under **Linked Payments** to review it. |
| There is no Refund button | No invoice on the statement has money that can go back, or you don't have the Approve invoice permission | Check the paid lines on the statement, or ask an admin about the permission. |
| Void Statement shows an error | The reason is empty | Type a reason, then click **Void Statement** again. |
| Mark as Paid says only part of the company credit is left | The credit was spent on another payment after you opened the panel | Nothing was saved. Close the panel, open **Mark as Paid** again and check the amounts. |
| Mark as Paid says "A payment for this invoice is already in progress" and names the order | A card charge on that order has not finished | Wait for the charge to settle, then try again. |
| Unapply says "The following Service Orders have already been unapplied from this batch" | Someone else unapplied the same order at the same moment | Nothing more to do. Reload the page to see the result. |

### FAQs

**Does Mark as Sent email the customer?**  
No. It changes the status only. Use **Send** to email the statement.

**Where do I find a payment I recorded for several orders?**  
On the **Payments** tab, where the batch has its own row.

### Related articles

- [Find and Collect Unpaid Invoices in the Billing Hub](https://support.metafleet.ai/use-the-billing-hub?hsLang=en)
- [Record a Payment and Apply Customer Credit](https://support.metafleet.ai/record-payments-and-customer-credit?hsLang=en)
- [Payments, Refunds, Credits and Late Fees in QuickBooks](https://support.metafleet.ai/quickbooks-payments-reference?hsLang=en)

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