Every time you send statements in QLink-Pay, whether manually or through a schedule, the system creates a batch report that tracks exactly what happened. The Batch Reports page is where you go to answer questions like "Did all my statements get delivered?" and "Which customers didn't receive their statement?" Think of it as your delivery receipt for every batch of statements you've ever sent. Reviewing batch reports regularly helps you catch bounced emails, failed deliveries, and customers who might not have received their statement.
What You'll See
When you open Batch Reports from the sidebar, you'll see a page titled Batch Reports with the description "View statement generation batches and delivery status."
The main section is a table listing your most recent statement batches, with the newest ones at the top. Each row represents one batch of statements you sent. The table has seven columns: Date (when the batch was created), Statement Date (the "as of" date on the statements), Customers (how many customers were included), Generated (how many statement PDFs were successfully created), Delivered (how many emails were successfully delivered), Failed (how many had problems, with a failure percentage shown if any failed), and Status (a colored badge showing the overall batch status).
The status badge uses color to give you a quick read on each batch. A green Completed badge with a checkmark means everything finished successfully. A blue Processing badge with a clock icon means the batch is still being generated or delivered. A red Failed badge means something went wrong with the batch overall.
Each row is clickable. Click anywhere on a row to open the detailed view for that batch.
If you haven't sent any statements yet, you'll see a message that says "No batch history available" with the note "Statement batches will appear here once generated."
Batch Detail Page
When you click on a batch row, you're taken to the Batch Detail page. At the top, a Back to Batch Reports link takes you back to the main list.
The detail page has two main sections. The first is a Batch Summary card showing metrics and metadata. The metrics section uses a grid of counters: Total Customers (the total number in the batch), Generated (how many PDFs were created), Delivered (in green, how many emails reached the customer), and conditionally Pending, Skipped, Failed, or Not Processed (each only appears if the count is greater than zero, highlighted in yellow, gray, red, or gray respectively).
Below the metrics, the batch metadata shows the Sender (name and email used for the batch), Started (when the batch began processing), Completed (when it finished, if applicable), and Type (the statement type used, such as Balance Forward or Open Item).
The second section is the Statement Logs table, which provides a row-by-row breakdown of every customer in the batch. This table has seven columns: Customer Name, Email Address, Total Due (formatted in US dollars), Status (a delivery status badge), Sent At (when the email was sent), Delivered At (when delivery was confirmed), and PDF (a download button).
The status badges in the statement logs are more detailed than the batch-level badges. A green Delivered badge means the email reached the customer's inbox. A blue Sent badge means the email was sent but delivery hasn't been confirmed yet. A yellow Pending badge means the system is still processing. A red Failed or Bounced badge means the email didn't make it. A gray Skipped badge means the customer was intentionally skipped, usually because they had no email address. A gray No Email badge means the customer has no email address on file. An outline Not Processed badge means the system didn't get to that customer, possibly because the batch was interrupted.
Every column in the statement logs table is sortable. Click any column header to sort, and click again to reverse the direction. By default, the table is sorted alphabetically by customer name.
How To Do It
Reviewing a Batch
Open Batch Reports from the sidebar and scan the list for the batch you want to review. The most recent batch appears at the top. Click the row to open the detailed view.
In the detail view, start with the summary metrics at the top. If Delivered matches Total Customers, every statement was successfully delivered. If Failed or Bounced shows a count, scroll down to the statement logs table to see which specific customers had problems.
Checking Individual Deliveries
In the statement logs table, look at the Status column for each customer. Green Delivered badges mean those customers received their statement. Focus your attention on any rows with red Failed or Bounced badges, as these customers didn't get their statement and may need follow-up.
For bounced emails, the customer's email address is likely incorrect or their mailbox is full. Check their email in QuickBooks Online and update it if needed. For failed deliveries, the issue is usually temporary, and you can resend statements to those customers.
Downloading Statement PDFs
In the statement logs table, the PDF column has a download button for each customer whose statement was successfully generated. Click the download icon to open the PDF in a new tab. This lets you review exactly what the customer received, which is helpful for customer support questions or your own records.
If a row shows a dash instead of a download button, it means no PDF was generated for that customer. This can happen if the customer was skipped or the generation failed.
Sorting and Finding Specific Customers
Use the sortable column headers to organize the table however you need. Click Total Due to sort by the largest balances. Click Status to group all the failures together. Click Customer Name to find a specific customer alphabetically.
What Happens Next
Batch reports are permanent records that stay in QLink-Pay for your reference. Each time you send a new batch of statements, a new entry appears at the top of the list. Over time, this builds a history of all your statement activity, which is useful for tracking collection patterns, identifying customers with persistent delivery issues, and verifying that your automated schedules are running as expected.
If you find customers whose emails consistently fail or bounce, update their email addresses in QuickBooks Online, sync the changes to QLink-Pay, and include those customers in your next statement batch.
Tips
Get in the habit of checking your batch report after every statement send. It only takes a minute to verify that all deliveries succeeded, and catching a problem early means you can resend failed statements while the billing cycle is still current.
Sort the statement logs by Total Due descending to see your highest-value deliveries at the top. If any of those high-value customers had a delivery failure, prioritize fixing their email and resending immediately, since they represent the most money outstanding.
If you use scheduled statements, check the batch reports page the morning after each scheduled run. This confirms the automation worked correctly and all statements were delivered. The batch report will show the scheduled batch just like a manual one.
Troubleshooting
If a batch shows Processing status for a long time, the generation may still be running in the background. Large batches with hundreds of customers can take several minutes to complete. Check back after five to ten minutes. If it's still processing after thirty minutes, something may have gone wrong — try sending a new batch to the same customers.
If many customers in a batch show No Email status, those customers don't have email addresses in QuickBooks Online. Update their email addresses in QuickBooks Online, sync your customers in QLink-Pay, and then include them in a new batch.
If the PDF download button isn't working, try refreshing the page. The download works by creating a temporary signed link to the stored file. If too much time has passed since you opened the page, the link may have expired. A page refresh generates a fresh link.
If you notice that the Delivered count is much lower than the Sent count, it may mean that delivery confirmations are still coming in. Email delivery tracking takes time, and some email providers don't report delivery status immediately. Check back in an hour to see if the numbers have updated.
Related Articles
To send statements and create new batches, see Generating and Sending Statements. To set up automated sending so batches are created on a schedule, read Scheduling Statements. To verify your customer emails are correct before sending, check Your Customers.