Overview
You can now send a patient a statement even when their account balance is $0. This lets you give a patient an official "paid in full / account in good standing" document. A $0 statement is sent exactly like any other statement — there are no longer any restrictions that block the action when the balance reaches zero.
1. Before You Start
You will need:
Access to the Accounts module and permission to send statements.
The patient's email address (it can already be on file, or you can enter it when sending).
Access requirements: This works for any staff member who can already open an account's Patient Balance window and send statements. No new permission or setting is required.
⚠️ Note: If the "Send Statement" option does not appear when the balance is $0, make sure you are on the latest version of the CRM — and if it still doesn't show, contact Dazos support to confirm the update is enabled for your instance.
2. Open the Patient Balance Window
From the CRM, open the Accounts module and select the patient whose balance is $0.
Click the Patient Balance button on the account (it shows the current balance, e.g. "Patient Balance $0").
The Patient Balance Details window opens, showing Total Charges, Total Payments, the Patient Balance ($0), and a Balance Details table with any transaction history.
💡 Tip: Previously the Send Statement button was hidden whenever the balance was $0. It now appears so you can send a paid-in-full statement.
3. Send the $0 Statement
Make sure an email address is set:
If an email is already on file, you can send right away.
If no email is on file, an Email field appears — type a valid email address. Optionally tick Want to save email? to store it on the record.
Click Send Statement and choose the type you want.
Option | Purpose |
Summary Statement | Totals and a high-level breakdown of the account. |
Detailed Statement | Full line-by-line transaction history. |
4. Confirm the Statement Was Sent
After you choose an option, a green success message confirms the statement was sent. The patient receives a statement showing a $0 balance along with the transaction history that led to it.
5. Reviewing What Was Sent
Every statement you send is saved on the account as a sent email, so you can always check exactly what the patient received.
Open the account and go to its Emails list.
Click the statement's subject (for example, "Your Summarized Statement").
The Email Info window shows who it went to, the subject, the time it was sent, and the full statement content. You can also Print or Forward it from here.
6. Donor Accounts
The same applies to Donor accounts. Open Donor Balance, enter an email address if one isn't on file, and send a Summary or Detailed statement — even when the balance is $0.
7. Frequently Asked Questions
Q: The Send Statement button used to disappear at $0. Is that fixed?
Yes. The button now stays available at a $0 balance so you can send a paid-in-full statement.
Q: Do I still have to enter an email address?
Yes. A valid email is still required. If none is on file, the system asks you to enter one before sending.
Q: What does a $0 statement show?
It shows the $0 balance plus the transaction history that led to it. Accounts with offsetting transactions display the full history ending at $0; accounts with no transactions simply show a $0 balance.
Q: Can I confirm the patient actually received it?
The statement is saved on the account as a sent email. Open the account's Emails list to see the recipient, subject, timestamp, and full content.
Q: Can the statement say "paid in full"?
The wording shown in the statement body comes from your statement email template and can be adjusted separately. This update only removes the block that previously prevented sending at $0.
Need Help?
If you run into issues:
Confirm the account's balance and that an email address is entered.
Re-open the Patient Balance window and try sending again.
Contact Dazos support with the details and reference CRM-3254.