Welcome to the SOA Email Portal. This tool lets you upload the monthly merged statement PDF and automatically email each unit their individual statement. Here's how to get started.
HOW IT WORKS — AT A GLANCE
You upload a CSV file of unit numbers and email addresses once (or whenever the list changes). This is your Resident Database.
Each billing period, you upload the merged statement PDF that EBT generates.
The portal automatically detects which pages belong to which unit based on the unit code printed on each page.
You review the list, then send — each unit receives only their own statement.
You only need to do this once, or whenever emails change. Go to the Resident Database tab in the navigation bar.
Prepare your CSV file
Open Excel or Google Sheets and make sure your file has at least these two columns (column names must match exactly):
UnitCode, Email, billing_email
2501A, juan@example.com, billing@example.com
7800G, maria@example.com,
UnitCode must match exactly what appears on the PDF statements (e.g. 2S-G-3506). Email and billing_email are both optional — any address found in either column will be used. If a unit has two rows, both emails are collected.
Upload the CSV on the "Resident Database" page
Click Choose File, select your CSV, then click Parse CSV. A preview table appears so you can verify the data looks correct.
Choose Upsert to add or update records without removing anything, or Replace All to start fresh with the new file. Then click Save to Database.
The database is saved in your browser. It persists between sessions so you don't need to re-upload it every month.
If someone's email changes, just update your CSV and re-upload using Upsert.
Do this every billing period. Go to the Statement Sender tab.
Make sure you are in Batch Send mode
At the top of the page, confirm the mode selector shows Batch Send. This is the mode used for sending statements to all units at once.
Upload the merged PDF
Click Choose File and select the merged PDF from your accounting system. The portal will automatically scan each page and identify the unit code.
A list of detected units will appear — double-check that the count looks right for this billing period.
Click "Process & Split"
The portal splits the PDF into individual files — one per unit. This happens entirely in your browser; nothing is uploaded to any server at this stage.
After processing, you'll see a table grouped by tower. Each row shows the unit code, how many pages were found, and the email address(es) on file.
Review, then send
Units with a valid email show a Send Email button. Units with no email on file show a Download button instead — you can save those and deliver them manually.
You can send individually, send an entire tower at once using the tower's Send Tower button, or use Send All at the top to dispatch everything in one go.
Sent units display a green Sent badge. If you need to resend, click the ↺ icon next to the badge.
Do not close or refresh the tab while sending is in progress. Wait for all statuses to show Sent or Failed.
If a unit shows Failed, check that the email address in the Resident Database is correct, then resend using the ↺ button.
Switch the mode to Single Send if you need to send or download a statement for just one unit. Upload a single-unit PDF, enter the unit code when prompted, and either send the email or download the file.
This is useful for resending a specific unit's statement outside of the regular batch cycle — for example, if a resident missed their statement or their email bounced.
The portal didn't detect some units. What happened?
The portal looks for a unit code pattern on each page (e.g. '2S-G-3506'). If a page doesn't have a recognisable code, it gets skipped. Make sure the PDF is the correct file from your accounting system and hasn't been edited.
A unit shows 'No email on file'. What do I do?
Go to the Resident Database tab, update your CSV with the missing email, and re-upload using Upsert. Then come back to Statement Sender — you may need to re-process the PDF.
Can I send to a unit that was already marked Sent?
Yes. Click the ↺ (resend) icon next to the Sent badge to reset it, then send again.
Does the portal store any data on a server?
No. All PDF processing happens in your browser. The Resident Database is stored only in this browser on this computer. Statements are sent directly from the server's email service — the PDF itself is not saved anywhere.
I'm using a different computer. Will my Resident Database be there?
No — the database is stored locally in this browser only. You'll need to re-upload your CSV on any new computer or browser.
A resident has two email addresses. Will both receive the statement?
Yes. If a unit has two email addresses in the database, the portal sends a separate copy to each address.
If you encounter an issue not covered here, please reach out to serendra@ity.ph