How to Create Custom Invoice Notifications
In this guide, you will learn how to customize invoice notifications, including emails and SMS, to ensure brand consistency and enhance communication with your customers and team. These notifications can be tailored to inform both customers and team members when payments succeed or fail.
Key Features of Customizing Invoice Notifications:
Maintain Brand Consistency: Keep your notifications aligned with your brand’s look and feel.
Custom Scenarios: Tailor templates for different payment scenarios like successes and failures.
Team Alerts: Notify your team promptly about payment statuses to ensure timely follow-ups.
Step-by-Step Guide
1. Accessing Invoice Settings
Navigate to Invoice Settings:
Go to the main menu and click on Payments.
At the top, select Invoices.
Click the Settings icon at the bottom of the page.
Manage Notifications:
In the Settings section, locate the Notifications section.
Click the dropdown menu to toggle between Customer Notifications and Team Notifications.
2. Editing Customer Notification Templates
Select Customer Notifications:
Choose Customer Notifications from the dropdown list.
Edit Email and SMS Templates:
You'll see options for both Email Template and SMS Template.
Click Preview to open and edit the template.
Customizing the Template:
Add images, logos, or modify the text and colors to reflect your brand.
Personalize the message to fit different payment situations (e.g., “Invoice Payment Success” or “Invoice Payment Failed”).
Save the Customized Template:
After editing, click Save as New Template.
Name the template (e.g., "Invoice Received - [Your Company Name]").
Click Continue and Save again to finalize your changes.
Apply the Template:
To use the new template, select it from the dropdown menu in the notifications settings.
3. Handling Payment Notifications
Payment Success and Failure Templates:
Create templates specifically for payment success or failure scenarios.
Customize each template with relevant information and branding.
For failed payments, include a reminder for customers to update their payment details or retry payment methods.
4. Editing Team Notification Templates
Select Team Notifications:
In the Notifications dropdown, choose Team Notifications.
Customize Team Templates:
Follow the same process as for customer notifications.
Ensure your team is promptly informed about payment statuses.
Assign follow-up tasks for failed payments so that team members can take immediate action.
5. Creating and Sending Invoices
Create a New Invoice:
Go to the invoice section and click New Invoice.
Enter the customer’s details and add the necessary items.
Save the invoice.
Send Invoice Notifications:
Choose between Email Only or BCC options.
Click Edit to customize the email template before sending.
Use the Preview button to see how the email will display across different devices
Send SMS:
Click Send or Resend, then select Text for SMS notifications.
Final Tips and Conclusion
Review All Templates: Ensure that all your custom templates are enabled and ready to use.
Double-Check Branding: Verify that each notification template aligns with your brand and includes all necessary information.
Benefits of Customizing Invoice Notifications:
Improved Customer Experience: Personalize communication to build better customer relationships.
Efficient Team Communication: Keep your team updated on payment statuses to enhance productivity.
Consistent Operations: Streamlined and branded notifications lead to a more professional business image.
By customizing your invoice notifications, you enhance both internal and external communication, leading to better customer interactions and more efficient payment processes.