> ## Documentation Index
> Fetch the complete documentation index at: https://help.owlery.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Invoice Emails and Payment Statements

> Set up who gets invoice emails, and create and split payment statements for approved invoices.

This page is for **Shippers**: teams that quote, tender, and pay for freight in Owlery. If the person you're helping isn't a shipper, this page doesn't apply to them.

**Where to find it:** `Dashboard → Finance → Invoices → Approved`

Owlery emails carriers about disputes and payments, and emails your team each payment statement. This page covers who gets each email and how payment statements are created.

> [!NOTE]
>
> Invoice emails and payment statements are only available when Freight Audit and Pay is turned on for your account. See [Freight Audit and Pay Settings](/shippers/freight-audit-and-pay.md).

## Who Receives Invoice Emails

Automated invoice emails go only to contacts configured for that workflow. Adding someone as an Owlery user does not automatically subscribe them to invoice emails.

| Event | Recipient | What they receive |
| - | - | - |
| An invoice is disputed | The carrier's **Account Manager** and **Accounting** contacts | If **Disputed Invoice Digest** is on, a daily digest lists the invoice number, linked load numbers, amount, disputed date, and a link to the invoice. The dispute label and reason are available in the linked invoice view. |
| A payment statement is created | Your **Payment Statement** contacts | An email with the statement ID, links to **Payment Statements** and **Payment Created** invoices, and the complete statement CSV. The CSV includes invoice and line-item details using your organization's export format. |
| The carrier's payment clears | The carrier's **Accounting** contacts | A remittance email with the shipper, carrier, amount paid, payment date, statement ID, and a link to the paid invoices. The attached carrier-safe CSV lists the statement ID, invoice number, amount paid, and payment date. |

> [!NOTE]
>
> **Logistics Contact** does not receive these emails. Owlery also does not email anyone when an invoice first enters **Needs Review** or moves to **Approved**. Use those tabs to monitor those stages.

### Set Up Carrier Contacts

1. Go to [`Dashboard → Master Data → Contacts`](https://owlery.ai/dashboard/contacts).
2. Click **Add Contact**, enter the carrier contact's email, and confirm the carrier relationship shown.
3. Choose **Account Manager** for dispute digests, **Accounting** for dispute digests and payment remittances, or add both roles from the contact's **Roles** cell after creating the contact.
4. To send dispute digests, go to `Settings → Shipper Settings → Freight Audit and Pay`, open **Disputed Invoice Digest**, and turn it on.

Payment remittances do not have a separate email toggle. Owlery sends them to the carrier's **Accounting** contacts after the carrier payment clears. If the carrier has no **Accounting** contact, Owlery holds the remittance emails and sends them as soon as one is added.

### Set Up Payment Statement Contacts

Payment statements go to your **Payment Statement Contact** list, optionally routed by GL code. See [Payment Statement Contact](/shippers/contacts.md#payment-statement-contact).

## Create a Payment Statement

Pay requires Automated Bill Pay.

**1. Select the invoices**

On the **Approved** tab, select the invoices to pay and click **Pay**. Only approved, non-test invoices with a carrier can be paid.

**2. Check the total**

Confirm the total shown matches what you expect to pay.

**3. Name the statement**

Optionally enter a **Batch Statement ID**. Leave it blank to have Owlery generate one.

**4. Choose how to split**

Choose whether to **Separate statements by GL code**. See [Split Payment Statements by GL Code](#split-payment-statements-by-gl-code).

**5. Pay**

Click **Pay Now**. The invoices move to **Payment Created**, and your Payment Statement contacts are emailed.

To create statements on a weekly schedule instead, set up [Approved Invoice Auto-Batching](/shippers/freight-audit-and-pay.md#approved-invoice-auto-batching).

### Split Payment Statements by GL Code

Turn on **Separate statements by GL code** to create a separate payment statement and CSV for each complete GL-code set. For example, invoices assigned to one code, a different code, both codes, and no GL code become four separate statements. If you entered a Batch Statement ID, each statement's ID is your ID plus its GL codes.

> [!NOTE]
>
> **Separate statements by GL code** controls which invoices belong to each statement and CSV. **Payment statement notifications by GL code** only routes each already-created statement to the matching contacts. Each recipient receives the complete CSV for that GL-split statement.


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