Invoice Email Templates

Invoice Templates allow you to customise a 'pre-made' email template to send to clients. This is separate to the information contained on the invoice that is typically attached to the email. 

This can be used whenever doing Bulk Invoicing or when sending a one-off invoice. 

How to create or edit an invoice template

Go to Administration then Email Templates. Create a new template or edit an existing one. 

Shortcodes

You can use certain shortcodes, for example using [Invoice.InvoiceNumber] will get replaced with the actual invoice number when sending. Shortcodes can be used both in the body and the subject line. The easiest way to get a shortcode for the subject line is to use the shortcode picker to add it to the body then cut and paste that into the subject so you can ensure it's formatted correctly. 

A warning about shortcodes: It's possible to set up "impossible" situations. For example: if you include the invoice number in the subject line but are sending a "group all" invoices then the email will contain a subject line with one invoice number but could contain multiple invoices. If grouping invoices then it's recommended to only use fields that would be the same for all (EG: use 'patient name' if grouping by patient name). 

Test it!

As this is an email going to your clients you should definitely test this before going live. Simply find any invoice in the system, click 'email invoice', choose the correct template, and set it to email yourself. Then you can ensure everything is configured correctly before using this at large scale.