Customise Invoice Settings and Automated Emails

1. From the Ivorey™ main menu, go to Payments > hover over Invoices & Estimates > then select All Invoices

2. Click on the [Settings] button on the top right of your page and work your way through each of the invoice setting tabs​

   1. Under the 'Business Information' tab you can update your logo, business details and add any custom values (such as your ABN number) - learn how to create Custom Values here

   2. Next, under “Communications”, these settings are for display purposes only. You can add the “From Name”, “From Email”, and “From Number” if you have a phone number in your account. These details will appear as the sender information on your invoice emails.
      
      Note: Make sure you click the [Save] button as you progress​

   3. Next under ‘Title, Terms and Layout’, you can leave the default settings as they are. This section simply displays the name of the asset, and you can also add any Terms or Notes if needed.

      1. To customize the Estimate Layout, click Customize Layout underneath Estimate Layout. Inside the layout settings, you can:

         1. Tick labels on or off depending on what you want to display.

         2. Rename the labels based on your preference.

         3. Once done, click Save Changes.

      2. To customize the Invoice Layout, click Customize Layout underneath Invoice Layout. Under the Layout tab, you can customize:

         • Pay Button color

         • Border color

         • Button text

         • Business information you want to show or hide

         • Custom values under Business Information

         • Custom values under Contact Information

      3. Under the Labels tab, you can choose which fields will be visible to recipients. Any unchecked fields will be hidden from the recipient, but you will still be able to modify their values when creating an invoice.
         
         Note: Make sure you click the [Save] button as you progress​

   4. Under 'Payment Settings' you can update your payment settings such as when your estimates expire and how long after your invoice is sent that it is due (default is 14 days). To allow partial payments, late fees and tips you can toggle these ON.

      
      ​Note: If you don't want these settings to override for all invoices and only want them for certain individual invoices, you can update these settings in the individual invoices. ​

   5. Also under 'Payment Settings', you can manage your Stripe payments by clicking on 'Manage'.
      ​
      ​Note: If you select only bank transfers you'll need to manually reconcile your transactions when you receive payment.​

   6. Next under 'Product Settings' you can choose to have products in your invoices pull in the product description that you have set up in your product library. Simply toggle this setting ON or OFF
      ​
      ​Note: You can override these descriptions inside the individual invoice settings should you decide you do not want to include them in specific individual invoices​

   7. Next under 'Reminder Settings' you can set your reminder settings up for your invoices. When you're done click the [Save] button and make sure these are toggled ON when you're ready and want to have these running.
      ​
      ​Note: We have pre-loaded emails for you, you just need to re-brand and customise them to suit your needs. From the main Ivorey™ menu, go into [Marketing] then > [Email] then > [Templates]. In the [Payments] folder you'll see all the relevant emails ready to customise!

   8. Once you've made your changes and saved them, go into [Payments] then > [Invoices & Estimates] then > [Settings] and go through all of the tabs. You will see multiple places to pull in all the new email templates you've made, and set what sending schedule you would like. e.g. you can choose to send payment reminders when invoices are x days overdue. ​You can also customise the emails directly by clicking 'preview' whilst in settings

   9. Under ‘Billing Custom Fields’, you can add your own custom fields that you’d like to include in your invoices. You’ll need to create the custom field first by going to Settings → Custom Fields from the main Ivorey™ menu. Once the custom field has been created, you can return to the invoice settings and add it under Billing Custom Fields.

   10. Under 'Notifications' > 'Customer Notifications' you can now pull in your branded email templates if you opted to customise them. Work your way through each notification and from the drop down menu select the relevant template for each. Once complete, click the [Save] button on the bottom right-hand corner.

   11. ​If you want the system default templates, you can skip this step. Under 'Notifications' > 'Team Notifications' you can edit these default email templates and turn them ON or OFF

No! Ivorey™ makes it simple to automate invoice notifications using pre-made email templates, no workflows required.

Team notification settings apply to the user who sends the invoice. Notifications are not automatically sent to other team members or the account owner. If additional users need to receive invoice updates, you’ll need to create a workflow with an internal notification.

Yes. When the All Valid Payment Methods setting is enabled, the invoice will display all payment methods active in your connected Stripe account, such as card payments and bank transfers (ACH), depending on what’s supported in your region. To enable this, click through to Manage default Stripe payment methods in the Payment Settings.

Yes, invoice payment reminders for active invoices that have already been generated from a recurring invoice will continue to send based on the invoice status and the reminder rules configured under Payments > Invoices & Estimates > Settings > Reminder Settings. These reminders are not affected by the status of the main recurring invoice setup.

Any changes made to the recurring invoice setup will only affect future payments or future invoices that have not yet been generated. If you would like to stop reminders for a specific invoice, a helpful workaround is to void the invoice which will prevent any further reminder emails from being sent.

If your customer’s name is not showing correctly in your automated invoice emails, it’s likely due to using the wrong custom value. To fix this, make sure you are using the correct custom value: {{invoice.customer.name}}

Once updated, the name should populate correctly in the email.