Invoice Email Templates


This article is about the email that is sent when emailing an invoice. For editing your actual invoice templates, please see Invoice Templates and Clinical Letterheads.

When you email an invoice to a patient or organisation, the email is automatically populated for you based on a default email template. You have two default email templates: one for invoices billed to patients, and for invoices billed to organisations.

You can tailor the subject and content of these templates by customising the template in the Settings > Reminders section of your Halaxy account.

  1. Click Settings > Reminders.

  2. In the Copy section, click the Edit (pencil) icon next to "Email invoice - Patient" or "Email invoice - Organisation" as required.

    The options to edit copy for invoice emails (patient and organisation) are highlighted
  3. Enter the subject line and content for your email.

  4. Click Save.

RESULT: Every time you email an invoice from Halaxy, the subject line and content provided in either of the above templates will be applied automatically, depending on whether the invoice is addressed to a patient or an organisation. You can still manually edit the email or choose another communication template if desired.

Setting different templates for paid and unpaid invoices

Halaxy's invoice automation feature allows you to automatically email a paid invoice to a relevant patient or organisation, which can be a useful way to send your patients receipts once you have received payment.

This feature will automatically use the content set out in the email templates on your Reminders page as explained above. You may therefore decide to customise the content of these templates to reflect the fact that the invoice in question has been paid.

If you are sending an unpaid invoice, you can create a separate communication template which you can manually apply any time you email out an unpaid invoice. You can choose this template after clicking the Email (envelope) icon in the top-right of the invoice screen.

To apply a communication template when emailing an invoice:

  1. Navigate to the invoice.

  2. Click the Email (envelope) icon in the top-right of the screen. The Send Invoice Email pop-up appears.

    On an invoice, the Email icon in the control bar is highlighted
  3. In the Template drop-down menu, select your communication template from the list. The email subject line and content will automatically change to reflect the content of your communication template.

    The user clicks to email an invoice. In the Template field, various templates are available.
  4. Click Submit.

You can also automate the process of emailing unpaid invoices by using the Invoice due date feature.

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