Customising Invoice Emails

Billingbooth notifies your customers that new invoices have been issue by emailing them a copy of the invoice in PDF format, along with any associated artifacts (attachments). By default, Billingbooth sends out an email using a Billingbooth branded template.


Template customisation

In order to customise the contents of the invoice email, you can change your account template settings by going to "Settings", and then clicking on the "Invoice" tab. At the bottom of this screen you will see three possible customisable fields: From address, subject and email template:




Email "From" Address

This setting defines which "from" or reply email address is used when sending out invoice emails. If the setting is omitted, Billingbooth uses noreply@billingbooth.com. If a custom reply address is needed, this should be a valid email address where customers can send in emails with queries about their invoices.


Email Subject

The subject line in the invoice email. This setting supports replaceable fields.


Email Template

The custom body of the invoice email, in HTML format. If omitted, Billingbooth will use the standard email template. The contents of this setting need to be entered as HTML, and should be tested under different email clients (ie Outlook, Gmail, Hotmail, etc) to ensure that the look and feel is achieved correctly.


Some example settings might look like:




Once you've entered your Email Template, you can preview what an email would look like by clicking on the "Preview" button, where a pop up will bring up the parsed template HTML and replaceable fields:





Replaceable Fields

Both the Subject and Email Template setting support the concept of Replaceable Fields. These are variable names, which start and end using a dollar sign ($), and during the process of sending invoice emails will be replaced with the respective content.


For example, when issuing invoice 123456 the following subject line:


Your new invoice: $InvoiceNumber$


Will be sent out as:


Your new invoice: 123456


Below is a table with all possible replaceable fields:





Replaceable Field Description
$To$ The email address the invoice is being sent to
$CompanyName$ Your account's organisation name (ie Telecoms Ltd)
$CustomerName$ The customer's name as entered within Billingbooth (ie My Customer Ltd)
$InvoiceNumber$ The invoice number of the attached invoice
$CustomerAccessUrl$ The address of the Customer Access portal (only available for Business, Professional and Enterprise customers)
$CustomerAccessSetupUrl$ Link used for registering on the Customer Access portal (only available for Business, Professional and Enterprise customers)


Testing

The simplest way to test the configuration settings of a customised email template is to find an existing invoice under the "Invoices" page, and then on the right hand side column click on the "Send" button. This lets you manually sent a single invoice to a specified email address. Email customisations will kick in instantly after being saved, so you can re-send invoices as many times as you need until the look and feel of the email template is correct.

Considerations

When setting up a custom email template, the following technical considerations should be taken into account:

  • All external content to the email (images, css, etc) will need to be hosted somewhere outside of Billingbooth, we do not provide hosting for any static resources.
  • Testing under different email clients (such as Outlook, Gmail, Hotmail, and so on) should be undertaken to ensure that the HTML you've provided works uniformly across different reading mediums.
  • Creating your own HTML may lead to certain email providers classifying Billingbooth emails as spam. Take care to ensure you are producing a clean HTML email template without any obvious content that may lead it to be blacklisted as spam.
Updated on 2018-05-03 14:42:52 +0100

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