You now set your own statement schedule. Choose the day each statement period ends (the 1st through the 27th, or the last day of the month) and send statements the same day or up to two weeks later.
You can charge what is still owed on a statement from the Statements Overview report, or have BoldTrail BackOffice charge it on the send date. Agents can pay their statement balance themselves. Statements already generated are not changed.
How the cycle works
Each month runs in four steps:
Cut off. On your cut off date, BoldTrail BackOffice generates each agent's statement for the period that just ended.
Review. Between the cut off date and the send date, check the Statements Overview report and regenerate any statement whose ledger changed.
Send. On the send date, statements are emailed to your agents.
Collect. Charge what is still owed on each statement, one agent at a time or automatically on the send date. Agents can also pay it themselves.
For example, a brokerage that cuts off on the 5th and sends on the 15th gets 10 days to review and correct statements before any agent sees one.
Set your cut off and send dates
Go to Accounting > Agent billing > Settings and scroll to Statements.
Make sure Send monthly statements is on.
Under Cut off date, open the dropdown after "Monthly on" and pick a day from 1st day to 27th day, or keep last day. This is the day statements are generated each month.
Under Send date, choose Same day as cut off date, or pick how many days after the cut off date statements should be emailed, up to two weeks.
Click Save.
If you change nothing, the cut off stays on last day, the schedule statements followed before these settings existed.
When a new schedule takes effect
Statements already generated stay exactly as they are. The change applies from the next statement.
That next statement can cover more than a month. If you switch the cut off from last day to the 5th day, the next statement runs from the 1st of the month through the 5th of the following month. From then on, each statement runs from the 5th to the 5th.
Charge statement balances automatically on the send date
In the same Statements section, turn on Charge statement balance on send date, right under Send monthly statements. On each send date, BoldTrail BackOffice charges every agent the balance still due on their statement, using the default payment method on file. Anything already paid, by card, bank or balance netting from a commission, is not charged again. Payments you record must be applied to an invoice to count. An unapplied payment is not deducted, and the agent is charged the full balance due.
This pairs with recurring charges set to Invoice only, no auto-charge: agents receive their invoices during the month and you collect once, on the statement. See Working with agent statements.
Review statements in the Statements Overview report
Go to Accounting > Reports > Statements overview. Each row is one agent's latest statement, for example "Statement 09/2026".
The columns:
Agent name and Statement name.
Billing balance, Commission balance and Total balance: the same figures as the balance boxes at the top of the agent's statement. If your Statement content is set to Agent billing only, the statement shows one box, so the report shows Billing balance without the Commission and Total columns.
Balance due: what is still unpaid on that statement today. It drops when part of the statement is paid after the cut off, by card, bank or balance netting from a commission. Invoices added after the statement date do not change it.
If your Statement content is set to Agent billing only, invoices tied to a transaction count as commission activity and stay off the statement. An agent's statement and this report can show $0.00 while their ledger shows a balance. That difference is expected: the ledger shows everything the agent owes, and the statement shows billing items only.
Open the ... menu at the end of a row to Download the statement, Send to Email, Re-generate it, or Charge statement balance.
Spot statements that no longer match the ledger
When an agent's ledger changes after their statement was generated, a gray "i" icon appears next to the statement. Hover it to read: "Agent ledger data has changed since this statement was generated. Use Re-generate to update it."
In this report the icon covers the current period only, so you can check every agent at once instead of opening each ledger. To bring a statement current, open the row's ... menu and choose Re-generate.
For older months, open the agent's ledger (Accounting > Agent ledgers, select the agent, Statements tab). The icon shows on every month that changed.
If you fix an older statement, regenerate the current month too. More in Regenerating an agent statement.
Charge one agent's statement balance
In Statements overview, open the ... menu on the agent's row and choose Charge statement balance.
After the charge, Balance due shows $0.00 in the report and the payment is recorded on the agent's ledger. The balances on the statement itself do not change.
If the statement is already paid, the window reads "This statement balance can't be charged because [agent name] has nothing outstanding to pay." and Charge stays unavailable.
Before you charge, apply any payment you have already recorded to its invoice. Balance due only counts applied payments, so an unapplied payment can lead to the agent being charged twice.
For agents: pay your statement balance
Your statement shows what you owed at the cut off date. You can pay what is still due on it yourself, from your own billing page. On the same page, the Statements section shows the balance due on your latest statement under its title, and the balance of each statement in the list.
Under the USER section, go to Billing.
Open Actions and choose Pay outstanding invoices.
Select Pay statement balance and check the amount.
Under Payment method, your default card or bank account is selected. Pick another one if you prefer.
Choose Pay.
If your latest statement is already paid, Pay outstanding invoices does not appear in the window. To pay everything you owe right now, including charges added since your last statement, choose one of the other options in the Pay outstanding invoices window.
FAQ
Why can't I pick the 28th, 29th, 30th or 31st?
Months end on different days. Choose last day to close every statement on the final day of the month, February included.
I changed the cut off date. Will agents get two statements, or a gap?
Neither. The next statement stretches to the new date, then every statement after it follows the new schedule.
Does changing the schedule change statements already sent?
No. Only statements generated after you save are affected.
Can I correct a statement before it goes out?
Yes. That is what the gap between cut off and send date is for. Regenerate any statement that shows the "i" icon during that window.
What's the difference between paying the statement balance and paying outstanding invoices?
Both are options in the Pay outstanding invoices window. Pay statement balance pays what is still due on the agent's latest statement. The other options pay everything the agent owes right now, or a custom amount, including charges added after the statement was generated.
Why does an agent's statement show $0.00 when their ledger shows a balance?
Your Statement content is set to Agent billing only. Invoices tied to a transaction count as commission activity, so they stay on the ledger and off the statement. To include them, set Statement content to include commission activity.
An agent paid, but Balance due did not drop. Why?
The payment is recorded but not applied to an invoice on the statement. Apply it to the invoice, and Balance due updates.