Automatically Emailing Paid and Overdue Invoices

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Your email automation settings let you automatically email paid invoices to the relevant patient or organisation once payment is made, as well as automatically email invoices on the date they are due.

To set up email automation:

  1. Click Settings > Payments.

  2. In the Email Automation section, click the Edit (pencil) icon for the level (group, clinic or individual) you want to set automatic invoices for (you can also click Add New to add automatic invoice email settings at the clinic or individual level instead of the default group level).

    Payments_EmailAutomation.png
  3. Under "Process Manually", Select Automatic.

  4. Set any other options you desire and click Save.

    Payments_EmailAutomationPopup.png

RESULT: Invoices that are paid in full will be automatically emailed to the payer. The emails are usually sent within five minutes.

Note

With email automation enabled, invoices will be automatically emailed whenever they are paid in full, even if you have previously emailed the invoice (paid or unpaid). if you add another fee which is subsequently paid in full, the invoice will be emailed again.

You can check whether an invoice has been sent by clicking the Email (envelope) icon in the top-right of an invoice. This will open a pop-up that lets you manually email the invoice and includes a send history at the bottom:

Invoice_SendHistory.png

Automatically emailing invoices on the due date

You can automatically email invoices on the due date to remind patients that their invoice is due and encourage patients to pay via secure link. This process is entirely automatic for each invoice on the due date, which means you do not have to manually chase down outstanding invoices.

To set up email automation for invoices on the due date:

  1. Create an email communication template advising clients that their invoice is overdue using the [Invoice Due Date] and [Payment Link] dynamic terms. These will automatically populate the invoice due date and provide a link for patients to pay.

  2. Click Settings > Payments.

  3. In the Invoice Due Date section, click the Edit (pencil) icon icon for the level (group, clinic or individual) you wish to edit. If you do not see the level you want, click Add New to add it and select the relevant level in the pop-up.

    InvoiceDueDate_SettingsPage.png
  4. The Invoice Due Date pop-up appears. You must have enabled automated due date (see above) to automatically email invoices.

    PaymentSettings_InvoiceDueDate.png
  5. Select Automatic for "Email on Due Date" and choose whether to automatically email invoices to patients, organisations, or both using the checkboxes.

  6. (Optional) Select any fees to be excluded. Invoices with any of the fees you select will not be automatically emailed on the due date.

  7. In the Email Template field, select the email template you created in step 1.

  8. Click Save.

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