Steps
- Open Notification Templates. Click Notification Templates in the back office sidebar. Templates are grouped into Customer Notifications and Supplier Notifications.
- Pick a template. 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. Send Ledger is also here.
- Edit the email. Change the Email Subject and Email Body. Click a tag in Available Tags, such as {contact_name} or {invoice_url}, to add it to the message.
- Edit the SMS. Change the SMS Body. Keep it short, and note that the business logo doesn't work in SMS.
- Choose automatic sending. Tick Auto Send Email or Auto Send SMS on templates such as New Sale to send them without anyone clicking send.
- Save. Click Save at the bottom of the page.
- Send one by hand. From a sale, purchase or contact, use the notification option to send a template; you can change the text before it goes.
Useful tags
{invoice_url} links to an online copy of the invoice, which the customer can open or print. {feedback_link} on New Sale asks for a review. {quote_url} on New Quotation lets the customer view the quote. Amount tags such as {total_amount}, {paid_amount} and {due_amount} fill in from the sale.
Location tags, such as {location_name} and {location_phone}, help customers of a multi-store business know which store the message is from.
Before you turn on auto send
Emails go out through your Email Settings and SMS through your SMS Settings, so set those up and send a test first. SMS messages are billed by your SMS service per message.
Frequently asked questions
How do I email customers their receipt automatically?
Open Notification Templates, select New Sale, check the email wording and tick Auto Send Email. Click Save. Customers with an email address on their record then get the message with an {invoice_url} link after each sale.
Can I send payment reminders?
Yes. Edit the Payment Reminder template with tags such as {due_amount} and {due_date}, then send it from the sale or customer that owes money. The same template can go by email or SMS.
Why didn't an automatic email go out?
Check that the customer has an email address, that Auto Send Email is ticked on the template, and that a test email works under Settings › Setting › Email Settings. Walk-in customers with no email can't receive one.