Automatically send email reminder when invoice is created

Modified on Wed, 24 Apr 2024 at 12:20 PM

Please note that Invoice Rover features are currently in a limited Beta Release and are not available to all customers at this time. We hope to have a public Beta release in mid to late April 2024.

Our new feature automatically sends an email reminder soon after a new invoice is created. This tool helps ensure your clients are immediately informed about new charges, encouraging timely payments.

Step 1: Log in to Benji Pays.

Step 2: Click on "Settings" and then click on "Invoice Rover".

Step 3: Select New Rule.

Step 4: From the Reminder type drop-down select New Invoice Notification.

Step 5: Name the rule.

Step 6: Select New Invoice Notification template in English or in French. Click on Email Templates where you can create your own template.

Step 7: Select the Rule period in minutes or hours and select the template you wish to use from the drop down menu. If you would like to add another Rule period click "Add Period".

Note: This is an approximate delay and indicates the minimum amount of time that the system will wait before processing the invoices, actual time may be longer.

Step 8: In the Customer section choose to only send to the customers in the following list or choose to send to all customers except the customers in the specified list.

Step 9: Invoice settings- Choose to switch on a memo field to enable memo field option. Invoices will be included when the message on the statement or message on invoice contains the
following text for example: Include or Skip.

It can also contain other text, Benji Pays will search the entire Memo field. Ensure this is something that wouldn't normally show up in your Memo fields, consider using special characters. For skipping an invoice, select the date that you would like to skip.

Step 10: With the "Skip Invoices with created date prior to" feature, it allows you to avoid sending invoices generated before a specific date you set. To disabled this function, simply leave the date box empty.

Step 11: Payment terms: You can enable all payment terms or you have the option to disable all
payment terms which will skip all invoices with any payment terms.
You can also enable or disable each payment term separately. Any invoices with payment terms disabled in your list will be skipped.

Step 12: Enable/Disable auto pay status option:

Enabled: You can choose to only send when auto pay is enabled. Invoices will only send if the customer is enabled for auto pay and the invoice matches auto pay rules.

Disabled: You can select only send when auto pay is disabled. Invoices will only send if the customer is disabled for auto pay and the invoice matches auto pay rules.

Note: Auto Pay will be deemed as enabled even if the customer has no enabled payment profile.

Step 13: Under "Email Settings," you can select to include both the invoice PDF and any QuickBooks attachments marked "Attach to email." Enable these options by toggling the switch to show navy blue. Additionally, you can add CC or BCC recipients by entering their email addresses and pressing "Enter."

Step 14: Ensure the rule is enabled and click "Save Changes".

After saving your rule, you'll be directed back to the Invoice Rover Settings page. This is where you can enable all your reminders by switching the "Enable Reminders" toggle to on.

Within each rule's "Actions" area, you can enable/disable the rule by toggling the switch. Edit a rule, just click the pencil icon. If you need to duplicate a rule, click the paper icon, and remove a rule by clicking the trash can icon.

In the Customer Rules Look Up section, you can select a customer from the dropdown menu and then click Look Up to see which reminder rules will be processed for the selected customer.