Sending thank you emails when payments are received builds stronger customer relationships and provides instant payment confirmation. This guide shows you how to automate these emails to trigger immediately when you reconcile payments in Xero or QuickBooks.
What You'll Learn
Creating an email policy that triggers on payment reconciliation.
Customizing thank you email templates with your branding.
Including payment receipts and account balance information.
Testing and activating your automated thank you emails.
Step 1: Create a Payment Confirmation Policy
In Paidnice, click Add New Automation Policy.
Select Email Automation Policy from the options.
Name your policy (e.g., "Payment Confirmation Thank You").
Step 2: Configure the Trigger
In the policy configuration, locate the "When to send this email" dropdown.
Change from the default to "Date Marked Paid".
Set the days to 0 to send immediately upon payment reconciliation.
Select your email template - choose "Invoice Marked Paid" or create a custom template.
Step 3: Set Additional Options
Configure these optional settings:
Attach invoice PDF: Include the original invoice as a payment receipt.
Include invoice attachments: Add any timesheets or supporting documents.
Automation mode: Switch from "Draft" to "Active" for automatic sending.
Safe mode: Turn off to enable the automation.
Step 4: Customize Your Email Template
Click on the template name to edit.
Customize the subject line (e.g., "Thank you for your payment - Invoice {{invoice_number}}").
Edit the email body with your message.
Use merge tags to personalize:
{{contact_name}}- Customer's name{{invoice_number}}- Invoice reference{{amount_paid}}- Payment amount{{outstanding_balance}}- Remaining balance if any
Step 5: Include Account Information
Add helpful account details using merge tags:
{{current_outstanding_balance}}- Shows if other invoices remain unpaid.{{overdue_balance}}- Highlights any overdue amounts.{{next_invoice_due_date}}- Reminds of upcoming payments.
Step 6: Configure Branding and Sending
Navigate to Organization Settings.
Upload your company logo under Branding.
Set up custom domain sending:
Add your domain (e.g., yourdomain.com)
Configure sender address (e.g., [email protected])
Set reply-to address
Step 7: Test Your Setup
Click Send Test Email from the template editor.
Review the test email for:
Correct branding and formatting
Proper merge tag replacement
PDF attachment inclusion
Make any necessary adjustments.
Best Practices
Keep messages brief and genuine.
Include next steps if there's an outstanding balance.
Add links to customer portals or support.
Consider including feedback or review requests.
Example Template
Subject: Thank you for your payment - Invoice {{invoice_number}}
Hi {{contact_name}}, We've received your payment of {{amount_paid}} for invoice {{invoice_number}}.
Thank you for your prompt payment!
{{#if outstanding_balance}} Your current account balance is {{outstanding_balance}}. {{/if}}
If you have any questions, please don't hesitate to reach out.
Best regards,
{{business_name}}Troubleshooting
Emails not sending:
Verify the policy is in "Active" mode.
Check that safe mode is turned off.
Ensure payments are being properly reconciled in Xero/QuickBooks.
Merge tags not working:
Confirm you're using the correct tag syntax with double curly braces.
Test with a real reconciled payment.
Custom domain issues:
Allow 24-48 hours for DNS propagation.
Verify CNAME records are correctly configured.
Need Help?
If you need assistance setting up your automated thank you emails or customizing templates for your specific needs, please contact our support team at [email protected].