--- title: "Email Statements" slug: "email-statements" updated: 2025-09-30T13:12:21Z published: 2025-09-30T13:12:21Z canonical: "www.procaresupport.com/email-statements" --- > ## Documentation Index > Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt > Use this file to discover all available pages before exploring further. # Email Statements Learn how to email statements to family accounts directly through Procare. [Embedded content](https://www.youtube.com/embed/AB1M4k69FYs) ## Before You Begin Before you send email through Procare you must [Set Up Email Options](/procare-desktop/docs/email-options). ## Getting There / Select Families 1. **Optional:** Use the [Select Filter](/procare-desktop/docs/select-families-filter-accounts) 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. **Please Note:** Your email provider may limit the number of emails and attachments you can send at once or per day, etc. Use the *Select Filter* to break your emails into smaller groups, such as a few classrooms at a time. 2. From the main screen of Family Data & Accounting click *Functions > Family Accounting > Email Account Statements.* ![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+Accounting/Email+Statements+1127_1.png) ## Using the Email Statements Feature Statements are sent as .PDF attachments following these steps: 1. At the *Email Account Statements* screen select a *Date Range* for the report, such as “This Month”. ![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+Accounting/Email+Statements+1127_2.png) 2. 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 purposes choose a summary report like the “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](/procare-desktop/docs/family-accounting-and-agency-reports). 3. **Optional:** Check the box to “Only include accounts that have ledger activity in the specified date range” if you do *not* want to send statements to families with nothing recorded on their ledger card during your selected dates. ![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+Accounting/Email+Statements+1127_3.png) 4. In the *Customer Statement Message* box (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.”. 5. 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”. ![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+Accounting/Email+Statements+1127_4.png) **Note:** If you are a Tuition Express and Cloud customer, you can include a link to your MyProcare website for parents to make an online payment, if they wish. See Below 1. In the *Email Message* box (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”. 2. Click *Next.* 3. 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 ![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+Accounting/Email+Statements+1127_5.png) **Note:** Names shown in pink/red either do not have an email address at all or the address is not in a valid format. These people cannot be selected. ![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+Accounting/Email+Statements+1127_6.png) 1. **Optional:** Check the “Record in customer log” box (lower left) to have a record of sending this email entered on the [Log Sheet](/procare-desktop/docs/log-sheet) of each account. ![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+Accounting/Email+Statements+1127_7.png) **Note:** The contents of the email is not recorded in the log, just the fact that the email was sent. 1. Click *Send* ![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Family+Accounting/Email+Statements+1127_8.png) **Note**: If you’re 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. ## If You Are a Tuition Express Customer Watch this short video to see how you can attach your MyProcare website link for parents to access their account online and make a payment. [Embedded content](https://www.youtube.com/embed/NAGaX6SE4DU) ## 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](/procare-desktop/docs/outlook-add-on-utility).