Knowledge Base logo

Customize Email and SMS Notifications for Invoicing

Businesses often send out notifications to customers regarding invoices. These notifications can be emails or text messages, and they serve as important communication tools in financial transactions. 

This feature is also handy for businesses aiming to keep their customers well-informed and satisfied while maintaining their brand image. Customizing these notifications can streamline the invoicing process, making financial transactions more efficient and less of a hassle.

Types of Notifications

Four main types of notifications can be customized:

  1. Email Notifications to Customers: These are emails sent to customers to inform them about their invoices.
  2. SMS Notifications to Customers: Customers receive text messages with information about their invoices.
  3. Email Notifications to Account Users:  Users within your CRM account will get emails about invoices.
  4. SMS Notifications to Account Users: Similar to the above, but delivered via text messages.

You can use the table below as a guide to customizing your Invoice notifications.

How to Customize Notifications

To customize these notifications, follow these steps:

Create Invoice Notification Templates

Start by building templates for your notifications. For emails, you can do this by going to Marketing > Emails > Templates.

Within the templates, you can change the content, such as the text, fonts, colors, and design. Make them match your business's style and branding.

For SMS messages, visit Marketing > Snippets > Add Snippet > Add Text Snippet.

 

Inside the Text Template snippet, you can add content, such as Words, Custom Values, Trigger links, and attach files of your choice. Make them match your business's style and branding. 

📌NOTE: You can test the SMS by adding your phone number and sending a test message.

Furthermore, you can add specific details about the invoice, such as the customer's name and address, the total amount due, the due date, and a link to the invoice itself. If you have different types of customers, you can create unique templates for each group. This way, your messages can be tailored to suit their needs better.

After you have created your SMS or email template, configure the notifications in the invoice settings section. 

Configure Notifications

In the Payments tab, go to the Invoices & Estimates dropdown, then select All Invoices. From there, find the Settings button at the top right corner of your screen.

 

Begin by setting the name and email from which all invoices should be sent. These settings will apply to customer and team notifications, and all invoices going out from the system.

 

You can then choose the templates you have created for each type of notification (email or SMS) and for each recipient type.

 

In addition to changing the Email/ SMS template to your own custom template, you can also customize the subject line using custom values for added personalization.

 

Once you've selected your templates and configured your notifications, remember to save your settings.

In summary, this new feature allows businesses to create personalized and informative notifications for their invoicing needs. It's a valuable tool for businesses looking to improve their communication with customers and streamline their financial operations.

📌 Important Notes

  • You will not be able to change the subject line of email templates within the Invoice settings.
  • You can use "Invoice Custom Values" to automatically fill in relevant information in the templates.