How to Set Up Automated Invoice Email Templates

Overview

This tutorial will discuss how to set up your own automated invoice-related emails in SMS. Depending on the email type, students will automatically receive the invoice-related email.

Step Tutorial

1. From the SMS Homepage (Dashboard), go to Administration → Templates → Email Templates.

NOTE: In the SMS, there are readily available invoice-related email templates that you can use. You can change or update these templates as needed. The steps below will cover the creation of a new template.

ADDING A NEW TEMPLATE

2. Click New to start adding your new invoice email template.

3. Fill in the necessary information.

Email Template Name - add the name of your template.

Email Subject - add the email subject.

Emai Type – select the type of email you are creating. Select an email type from the options below:

1. Invoice - used when manually sending an invoice to a student. The PDF copy of the invoice will be attached to the invoice once sent.
   
   Navigation: Student > Financial > Select Invoice > Action > Email
   
   
   
2. Invoice Reminder - Automatically sent based on the set number of days before invoice due date. A number field "Send Reminder x Days before due date" will show when this email type is used.
   
   
   
3. Payment Received - email template assigned to this type will be automatically sent once the invoice is tagged as paid in the SMS. 
   
4. Payment Failure - email template assigned to this type will be automatically sent if a payment has failed.

Email Body - compose the content of your email. 

4. You may use the invoice-related dynamic tags to add specific information to your email. Click on Dynamic Fields and use the search box to look for the email tags below:

1. {Invoice Id} - System generated ID unique to the issued invoice.
   
2. {Invoice Total} - Total amount needed to be settled for the issued invoice to be considered as PAID.
   
3. {Program Code} - Related Program Code.
   
4. {Program Name} - Related Program Name. 
5. {Invoice Due Date} - Last day of when the student should settle the invoice.

5. Click Save to successfully add your new invoice email template. 

NOTE: The system will automatically attempt to charge the student's credit card up to three times. After each failed attempt, the payment failure template will be triggered and sent to the student.

ATTACHING FILE

You can also attach files via Email Attachments; just click the New button on the recently created template, then upload your file. 

No need to attach the invoice as this template will automatically fetch the related invoice from the system.

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

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