Paidnice allows you to send customized invoice emails to your customers triggered or scheduled in several different ways as part of each group workflow. You can even send the emails from your own [email protected] email address.

There are 3 different types of invoice emails you can send.

Due Date - before, on or after the invoice due date you can send a reminder email to your customer. This email can include the Invoice PDF and you can fully customize the email template including any potential late fees that would apply to the invoice if it is not paid.

Issue Date - on or after the issue date for an invoice you can email the invoice to the customer. This can be useful if you want to create invoices for a future issue date and have them send to the customer automatically on that date. You can even choose what time of day to email the invoices.

Date marked paid - on or after the date the invoice is marked paid you can email the customer. This can be useful if you want to create a receipt email, or a 'thank you' email or even a post-service survey email asking for feedback or a review.

In this article you can learn how to create each of these types of emails in your group workflows.

To start click the Invoice Email button when you are viewing the group you wish to add an email to.

You can read more information about how policies and groups of customers work here

Once you have created the invoice email you'll have an opportunity to configure it.

It's a good idea to set a meaningful name for the email using the little pencil and pad icon, in the example above the email is named '3 days before reminder email' so that when viewed in the group workflow it's easy to see what it is for.

You then need to select when to send the email, this corresponds to the different types of invoice emails that Paidnice can send.

Due Date - before, on or after the invoice due date you can send a reminder email to your customer. If the invoice has already been paid the email will not be sent.

Issue Date - on or after the issue date for an invoice you can email the invoice to the customer.

Date marked paid - on or after the date the invoice is marked paid you can email the customer.

For each email policy you add to a group, select a template to use - you can configure and create new templates in the Email templates screen.

You can select templates that are compatible with email type that you are creating. For example you cannot select a 'thank you' template for an email that is scheduled to send before the due date.

You can configure Paidnice to send attachments as part of the invoice email policy.

Invoice PDF - this is the PDF from your accounting system, exactly as you would download or send it from Xero or QuickBooks.

Invoice attachments - for supported accounting systems this will attach any files that are attached in the accounting system that are marked for sending to the customer. This can be useful for sending specially formatted invoices instead o the accounting system default.

Calendar invite - this will attach a .ics file for the due date of the invoice that you customers can add to their calendar to make it easy to remember to pay on the due date.

Other attachments - Each email template can also have custom attachments from your files. This can be helpful if you need to include standard terms and conditions or other PDF contract documents when sending any invoices or reminders.

You can manage and upload these files in the files screen and select them on the email template screen.

Once you have saved your invoice email policy, Paidnice will schedule any actions for future dates so that you can see what actions will be taken and when on the actions screen.

If you do not see the actions scheduled for an invoice you can find out why by previewing policies on the invoice screen:

If the email is not applicable to the invoice the reason why will be shown here.

Previewing the email contents

When you are creating and editing the email templates you can send preview emails with placeholder information. This is the best way to review and edit your templates.

You can also force any action that is scheduled to run immediately by clicking the 'action now' button. This will cause the invoice email to send to the customer immediately and will ignore Safe mode.

This can be useful if you create a test invoice for yourself and you can experience the exact emails your customers will receive by forcing invoice emails to be sent on your test invoice.

Once the main configuration is complete, you can also select special configuration on the More Options tab, you can select multiple options and then configure each one.

Apply only to invoices due from

Apply only to invoices due before

These options determine when to start and stop applying the policy, based on the due date of the invoices.

Minimum Due Amount

Maximum Due Amount

These options can ensure you do not send emails fee on invoices that are too small or too large.

Exclude Branding Themes

This option relates only to Xero. You can determine which Branding themes will not have any emails sent - this can be useful if you send some branding themes manually for high value clients or invoices.

Exclude invoice lines

These accounts (Xero) or items (QuickBooks) will be excluded. If an invoice is completely excluded then no email is sent. If it is partially excluded then it is sent as normal.

Action time

This determines when in the day the emails are sent. You may wish to set this to the very start or end of a day to allow time for any bookkeeping the day prior or during the day or ensure business hours for better deliverability of emails.