Messages that go out on their own
Write the emails and texts your business sends once, and SeroPOS fills in the details for every customer and supplier. Templates cover new sales, payments, reminders, quotations, bookings and supplier orders, with tags for names, amounts and links.
Notification templates in SeroPOS
Ten message types
Five for customers, four for suppliers and one for sending a ledger, each with its own email and SMS text.
Tags fill the details
Tags insert the customer's name, invoice number, amounts and business details into each message.
Invoice and feedback links
New Sale can carry the invoice link and the feedback link, and New Quotation the quote link.
Automatic on new sales
Turn on auto-send so every new sale message goes out without anyone pressing send.
Send from a transaction
Open a sale or purchase and send the matching message with the details already filled in.
Your own email and SMS
Messages use your email settings and SMS settings, so they come from your business.
The templates
Notification Templates is a top-level item in the back office menu. Customer templates are New Sale, Payment Received, Payment Reminder, New Booking and New Quotation. Supplier templates are New Order, Payment Paid, Items Received and Items Pending. A general Send Ledger template is used when you email a customer their statement.
Each template has an email subject and body and an SMS body. Write them in your own voice. A café's new-sale message can be short and friendly; a wholesaler's can include bank details and terms. Good templates save time every day, because nobody has to write the same message twice.
- Customer: New Sale, Payment Received, Payment Reminder, New Booking, New Quotation
- Supplier: New Order, Payment Paid, Items Received, Items Pending
- General: Send Ledger
Tags and links
Tags are placeholders that SeroPOS replaces with real details when the message is sent: the customer or supplier name, the invoice or reference number, the amount, amounts paid and due, and your business name and contact details. The list of available tags is shown beside each template. Use them to keep every message personal without typing each one.
Some tags are links. New Sale can include the invoice URL, which opens the customer's invoice in a browser, and the feedback link, which opens a page to rate the products. New Quotation includes the quote URL so the customer can view the quote online. Links make messages more useful than plain text, because the customer can act on them right away.
Sending messages
Turn on automatic sending for new sales and the New Sale message goes to every customer with an email or mobile number when a sale is made. Other messages are sent from the transaction: open a sale, a purchase or a payment and choose the notification, and the right template opens with the details filled in, ready to check and send.
There is also a WhatsApp-link option, which opens the message ready to send in WhatsApp for customers who prefer it. It suits customers who use WhatsApp more than email or text messages. The message still comes from your template, so the wording stays consistent whichever way you send it. Choose per customer.
Setting up email and SMS
Email uses the Email Settings tab in Business Settings. Use the system email configuration, or enter your own mail server so messages come from your address. Send a test email to check it works. Using your own address means customers recognise the sender and replies come straight to you, which builds trust.
SMS uses the SMS Settings tab. Choose one of the built-in SMS services or connect your own SMS gateway with its URL and parameters, then send a test SMS. The SMS report lists messages sent, their dates and status, so you can check that customers are receiving them. Check it after your first few sends.
Frequently asked questions
Can SeroPOS email receipts automatically?
Yes. Edit the New Sale template and turn on automatic sending for new sales. Each customer with an email address on the sale gets the message, which can include a link to their invoice. Test it on your own email address first, so you can see exactly what customers will receive.
Can I send payment reminders by text?
Yes. The Payment Reminder template has an SMS body. Set up SMS in Business Settings, then send the reminder from the sale. Tags fill in the customer's name, the amount due and the invoice link. Customers can open the invoice straight from the message.
Can messages come from my own email address?
Yes. Enter your own mail server details in the Email Settings tab of Business Settings, including the from address and from name. Send a test email to confirm it is working. Customers then recognise your business as the sender and can reply directly to you.
What messages can I send to suppliers?
Supplier templates cover New Order, Payment Paid, Items Received and Items Pending. Edit each one with your wording and send it by email or SMS from the purchase or payment. Suppliers then always hear from you in a consistent and professional way.
How do I check that text messages were delivered?
The SMS report under Reports lists messages sent, who they went to, the sent and received dates and the status. It is available to administrators. Use it to check that important messages, such as payment reminders, actually reached customers. Check it weekly.