Customize Email and SMS Notifications for Invoicing

What Is Invoice Notification Customization?

The invoice notification customization feature allows businesses to personalize email and SMS messages sent during the invoicing process, replacing generic system defaults. You can tailor the content, design, and branding of these notifications, and selectively enable or disable specific message types based on your needs.

Who Should Use This Feature?

This feature is ideal for businesses that rely on invoicing for financial transactions and wish to maintain a consistent brand identity. It’s especially useful for companies that want to include detailed invoice information—such as customer names, amounts due, and payment deadlines—directly in notifications to improve clarity and reduce customer inquiries.

Key Benefits

• Brand Consistency: Customize fonts, colors, and layouts to align with your company’s branding.
• Selective Notifications: Choose which notifications to send, avoiding unnecessary messages.
• Improved Clarity: Include specific invoice details to help customers understand payment obligations quickly.
• Flexible Templates: Create different notifications for customers and internal team members.
• Efficiency: Streamline communication and reduce administrative follow-up.

Notification Types and Configuration

Notifications can be sent to both customers and sub-account users. Common types include payment schedule alerts, invoice receipts, and estimate confirmations.

Configuring Payment Schedule Received Notifications

To configure payment schedule notifications:

1. Navigate to Payments → Invoices & Estimates → Settings.
2. Open Notifications → Customer Notifications.
3. Find Payment Schedule Received and toggle it on or off.
4. Click Manage next to the Email or SMS template to edit content.
5. Save your changes.

Note: You can use payment-schedule-related custom fields in templates. If an invoice lacks a payment schedule, these fields will appear empty.

How to Set Up Notification Templates

If you haven’t created invoice notification templates yet:

1. Go to Marketing → Emails → Templates to build email templates.
2. Go to Marketing → Templates to create SMS templates.
3. Visit Payments → Invoices, click the gear icon, and choose templates for each notification type.
4. In settings, expand the Notifications tab to access Customer Notifications and Team Notifications.

Important: Under Customer Notifications, “Invoice Received” and “Estimate Received” cannot be disabled, as they are essential for customer awareness. Both email and SMS are mandatory for these. Team notifications can be disabled if needed.

Note: The subject line of email templates cannot be customized.

After configuring all desired notification types, scroll down and click Save.

Frequently Asked Questions

Can I track partial payments for invoices?

Yes, you can track partial payments. Create an invoice for the full amount and update it as payments are made to maintain accurate records of outstanding balances.

Can I customize the appearance of invoices sent to clients?

Currently, the CRM provides a standard invoice template. You can add custom details like your business name, logo, and notes, but advanced layout or color customization is not available.