This article guides you through creating email templates for a variety of essential tasks, including welcoming and onboarding new clients, sending invoice notifications, requesting payment information, and delivering invoice reminders using Invoice Rover.
Please see the video at the bottom of this page with step by step instructions for creating an email template.
Step 1: Log in to Benji Pays.
Step 2: In the blue menu to the left of the screen click on "Settings" and then click "Email Templates."
Step 3: Click on the drop down arrow in the "Select a template type" box and select a template from the dropdown list.
Template Categories:
1. Manual Send Invoice Email: Use this template to email an invoice directly to your customer, including a payment link.
2. Payment Information Request Email: This template should be used to request payment details from a customer via email.
3. General Email to Customers Email Template: This template should be used to onboard new customers and have them set up on the portal prior to first invoicing cycle.
Please note: This function is specifically designed for use in payment-related communications and operational messages tied to Benji Pays' functionality. It is not intended for marketing campaigns, promotional content, or sales-focused emails. The purpose is to ensure that all emails sent through this system remain focused on facilitating payment processes, providing transactional updates, and supporting customers with account-related information.
4. Email Reminders: These template should be used to remind clients on their status of payment.
Please note: the "Email Reminders" templates are used with Invoice Rover.
- Invoice Overdue Email Template: This template is designed to automatically notify clients when their invoices are overdue.
- Invoice Before Due Email Template: This template allows you to send reminders to clients about upcoming invoice due dates.
- New Invoice Email Template: This template informs clients when a new invoice has been generated. It provides essential details and can include a payment link, ensuring clients are promptly aware of new charges and can address them without delay.
- Account Summary Email Template: This template compiles a summary of all open invoices, both due and overdue and sends it to clients on predetermined days each month. It offers a consolidated view of their account status, aiding in financial planning and ensuring transparency.
Each email template is designed with specific tokens tailored to its purpose. For instance, "Reminders" templates do not include a token for "Invoice Number." Instead, they feature a detailed table listing all open accounts, including the reasons for non-payment and individual payment links for each account.
The purpose of email reminders is to provide clear, comprehensive, and customer-focused communication. These templates are also designed to minimize the number of emails sent by consolidating information whenever possible. By grouping related account details into a single message, we reduce email clutter while ensuring customers receive all the information they need in one clear and organized communication. This approach helps streamline the payment process and supports efficient resolution of outstanding accounts.
Step 4: Click on the drop down arrow in the "Select a template box" and select the template you want to create.
Step 5: Click on the "Copy template" button.
We recommend creating a copy of the templates before making any changes. This ensures you can always revert to the original version if needed.
Step 6: Rename the template under "Template Name".
Step 7: Use Template Tokens to customize your email templates. These Template Tokens are available to use in the subject and body of the template. They will be replaced with the actual data for each email you are sending.
Please note: The Template Tokens can only be used in the template you are creating and cannot be copied and pasted to an another template. For example: Template Tokens for Sending a New Invoice email cannot be used in a template for Sending a Payment Info Request or Email Reminders.
Standard Tokens
You can further customized your Customer Portal Link and Customer Portal Button by adding ':your-sso-config-id' to the end of the token to have the link direct link to your sso login.
Email Reminder Specific Tokens
Step 8: You can use a selection of basic HTML tags, enabling you to format your emails for clarity and emphasis. The following article breaks down all HTML tags are supported and their functionality.
Step 9: You can change the Template Email Subject as well as the Template body by clicking in those areas and typing in the links or information you want to add to the email template. Once you have filled in the subject and body of the template, click the "Save" button.
Deleting a Template
You can delete a template by clicking the "Delete template" button, this will prementaley delete the template created.
Reverting to Original Template
Click on "Revert to Last Saved Version" to see your original template.
Preview Template
Click on "Preview Template" to view updates, before you save.
Click "Save" to save the template.
For a step-by-step guide on how to send emails using Benji Pays, please refer to this detailed article.
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