Set up template for invoice emails

When you email an invoice to a patient or organisation, you can use templates to customise the email content to suit your practice. This also enables you to include personalised information that is relevant to the recipient, such as their name and appointment details.

There are 2 kinds of email templates you can use when sending invoices:

  • Default invoice email template: This is the base template for all invoice emails, set in Settings > Reminders. It is already set up for you when you sign up to Halaxy, but you can customise it anytime. There is a default template for patients and one for organisations. Halaxy uses the default invoice email templates for invoice automation (if enabled), which automatically emails paid invoices after full payment.

  • Email communication template: This is a separate template you can create if you want emails that send unpaid invoices to have different content, such as including a due date and a secure payment link. This is set in Settings > General > Communication Templates.

If you are manually emailing an invoice, Halaxy uses the default template in the draft, but you can opt to use the email communication template if you want to use that instead.


You can tailor the subject and content of these templates and personalise them for each patient or organisation automatically using dynamic terms, so your invoices always contain the relevant information for the recipient.

Set up the default invoice email template

Halaxy uses the default invoice email template when manually emailing invoices or for invoice automation (automatically emailing invoices after full payment). This is already provided for you, but you can customise the content for your practice.

To do this, follow the steps below.

  1. Click Settings > Reminders.

  2. Select the group or practitioner you want to edit the invoice email for.

  3. Under the Templates section, next to Email Invoice - Patient or Email Invoice - Organisation, click the Icon-Edit.svg Edit icon.

  4. Fill out the Subject and the Message fields. In the Message toolbar, click Dynamic Terms to add personalised information.

  5. Click Save.

Set up a communication template for unpaid invoice emails

If you want to use a separate email template when sending unpaid invoices, create an email communication template. When manually sending an invoice, you can select this instead of using the default invoice email template.

To do this, follow the steps below.

  1. Click Settings > General.

  2. Under the Clinical Settings section, next to Communication templates, click the Icon-Edit.svg Edit icon.

  3. If you already have an invoice email communication template, click on it. If not, click Add Email.

  4. Give your template a title and fill out the fields as required. (Recommended: Insert the [Invoice Due Date] and [Payment Link] dynamic terms.)

  5. Click Save.

  6. When you manually email unpaid invoices, make sure to select this template to override the default invoice email template.



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