Invoice Rover General Notes

Invoice Rover allows you to send

1. New invoice notifications

2. Upcoming or overdue invoice notifications

3. Account Summaries

A few things to remember and frequently asked questions:

How do the payment links work?

Invoice rover works best in conjunction with your self-serve customer portal.  If you have not already set up your self serve customer portal, go to Settings > Customer Portal to configure and enable it.

If you have your customer portal setup, in addition to individual payment links for each invoice in the email, Invoice Rover will also provide a link to the customer portal.  Using the customer portal allows your customers to pay many invoices at once if they wish, as well as access all their past payments and invoices.

Rules can be simple or advanced

You can setup multiple email templates for each notification type.  You can also have multiple periods for each reminder rule, and each period can have it's own template assigned.  This allows you to develop a set of escalating reminders with different wording in each.

This combined with the advance settings at the bottom of the rule will allow you to create a series of rules that work together to provide you with a powerful toolset to send the right notifications to the right customers at the right time.

How many emails are sent?

Invoice Rover will always err on the side of sending out fewer emails to help avoid inbox flooding.  Whenever possible, invoices will be combined into single email notifications, so if your customer has three overdue invoices that match today's period, they will receive one email, not three.

What's an account summary?

An account summary is a notification that provides your customer with a snapshot of their current outstanding or overdue invoices with you.  All the same types of settings are available as are for overdue and upcoming invoice notifications.

What triggers a new invoice being sent out?

Your invoice rover global switch must be on and your new invoice rule must also be enabled before an invoice is create for it to be sent.  If you turn either off, any invoices created while they are off will  not be sent and you will need to manually send them.

QuickBooks Online: Invoices are sent out once you save them based on the delay you have set in the rule.

Xero: Invoices are sent out once you Approve them in Xero based on the delay you have set in the rule.

QuickBooks Desktop: Invoices are sent once they are synchronized to Benji Pays as long as they are not in Pending status in QuickBooks. They will be sent out based on the delay you have set in the rule from their creation date in QuickBooks, not their sync date to Benji Pays.

When will notifications be sent out?

New invoice notifications will be sent out continuously throughout the day based on your rule delay settings.

All other notifications will be sent out once a day in the early morning of the timezone selected in your company settings.

My invoice emails or reminders are not being sent, what should I check?

For reminders to be sent the following must be true:

1. Invoice Rover is enabled (Settings>Invoice Rover - top of page)

2. The Individual Invoice Rover rules must be enabled (Settings > Invoice Rover - Each rule can be enabled or disabled)

3. Invoice Rover must be enabled for the customer. (Customers > Click Customer Name > Click the gear icon near the top of the page > Enable the invoice rover option and save).

4. All the settings in the rule must match for the invoice

You can check Reports >> Invoice Rover Logs for details on what happened for each invoice.

Note: if Invoice rover is disabled for your customer (see number 3 in the list just above here) no logs will be created.