Statements

Statements are PDF documents that show a family their complete billing picture for a season — all charges, all payments, and their current balance. You can download statements for your own records or email them directly to families.

What a Statement Includes

Each statement contains:

• Camp information at the top — your camp logo, name, address, and contact details, along with the date the statement was generated
• Family name and contact details
• Charges section — A list of every charge on the family’s invoice (tuition, fees, discounts, etc.), with the camper name and amount for each
• Payments section — A list of every accepted payment, including the date, method, and amount
• Pending payments — If any payments are still pending (not yet confirmed), they are shown separately
• Balance summary — Total charges, total payments, and the remaining balance. If the family’s balance is zero, the statement shows a “Paid in Full” indicator in green
• Payment plan details — If the family is on an Autopay schedule or payment plan, the statement shows upcoming scheduled payments
• Payment link — If your camp accepts online payments, the statement includes a link the family can use to make a payment. Statements downloaded in bulk through Print & Export are the exception — they never include the payment link, so they are ideal for printing and mailing

Downloading a Statement

1. Go to the Families page from the sidebar.
2. Click on the family.
3. Click the Download Statement button (usually near the top of the page or in the actions area).
4. The statement downloads as a PDF file.

The filename includes the family name and the current date for easy filing.

Emailing a Statement to a Family

1. Go to the Families page from the sidebar.
2. Click on the family.
3. Click the Send Statement button.
4. Confirm that you want to send the statement.

The statement is emailed to the family’s email address(es) on file. If the family does not have an email address, you will be prompted to add one first.

Downloading Statements in Bulk

You can download statements for multiple families at once — for example, to print them or keep them for your own records. This uses the Document Exports feature inside Print & Export. Statements downloaded this way do not include the online payment link, which makes them well suited for mailing to parents.

1. Go to the Families page from the sidebar.
2. Filter or select the families you want statements for. For example, filter by Balance to get families with outstanding balances, or by Camper Term to target families enrolled for a specific term (First Half, Full Summer, etc.). See The Family Table — Filtering for all available filters.
3. Select the families using the checkboxes, then choose Print & Export from the bulk actions menu.
4. Choose Documents as the format.
5. Check Statements.
6. Under Format, choose Single PDF (one combined file) or ZIP file (one PDF per family).
7. Click Generate.

The export runs in the background. You will receive an email with a download link when the file is ready.

Emailing Statements to Families in Bulk

You can also email statements directly to families so they receive their own statement by email.

1. Go to the Families page from the sidebar.
2. Filter or select the families you want to send statements to. To exclude families that have paid in full, click Filters, then under Balance select Has a balance due. This narrows the table to only families that still owe money. See The Family Table — Filtering for all available filters.
3. Select the families using the checkboxes (click the header checkbox to select all filtered families), then choose Email Statements from the bulk actions menu.
4. Confirm the send.

Each family receives an email with their statement attached. Statement emails are sent through the same system as Broadcasts and count toward your camp’s email usage at the same rate ($0.005 per email).

Good to Know

• Statements always reflect the current state of the family’s account at the time they are generated. They are not stored — each download or send creates a fresh statement with up-to-date information.
• If a family has charges or payments across multiple invoices in the same season (which can happen in some cases), the statement combines everything into one view.
• The payment link on the statement takes the family directly to their personalized payment page where they can pay online.
• Statements are formatted for printing and work well as both digital and physical records.
• The statement PDF uses a standard format that can’t be changed. The email that accompanies it, however, is fully customizable — you can rewrite the message in your own words and use merge tags to personalize it. For example, add the {season_start} and {season_end} tags to include your camp dates. Edit it in the Templates section on the General settings page. See Email Templates for how. If your template doesn’t include a payment link, Campflow automatically adds a Make a Payment button to the email so families can still pay online.
• If you need to send families a fully customized payment summary with your own wording, you can also create a broadcast and use merge tags to include personalized financial details. See Merge Tags for more.