Save time on every invoice email: write it once and patient details fill in for you.
When you email an invoice to a patient or organisation, you can use templates to customise the email content for your practice. Templates also let you add personalised information that is relevant to the recipient, such as their name and appointment details.
There are two kinds of email templates you can use when you send invoices:
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Default invoice email template: The base template for all invoice emails, set in Settings > Reminders. It is set up for you when you sign up to Halaxy, and you can customise it at any time. There is a default template for patients and one for organisations. Halaxy uses the default invoice email templates for invoice automation (if it is turned on), which emails paid invoices after full payment.
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Email communication template: A separate template you can create if you want emails that send unpaid invoices to have different content, such as a due date and a secure payment link. You set it in Settings > General > Communication Templates.
When you email an invoice manually, Halaxy uses the default template in the draft, and you can choose the email communication template instead.
Tip
Tailor the subject and content of these templates, and personalise them for each patient or organisation automatically with dynamic terms, so your invoices always contain the right information for the recipient.
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A template ready from sign-up. Start sending invoices straight away, with the default invoice email template set up when you sign up.
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Recipient details filled in. Every email addresses the recipient by name and includes their appointment details, with no retyping.
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Separate wording for unpaid invoices. Give unpaid invoices their own wording, including a due date and a secure payment link.
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Paid invoices sent automatically. Turn on invoice automation and paid invoices email automatically after full payment, using your default invoice email template.
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A template for patients and one for organisations. Each recipient type has its own default invoice email template, ready to customise at any time.
Halaxy uses the default invoice email template when you email invoices manually and for invoice automation. It is already provided for you, and you can customise the content for your practice.
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Click Settings > Reminders.
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Select the group or practitioner you want to edit the invoice email for.
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Under the Invoice & Waitlist Reminders section, for Invoice Email - Patient or Invoice Email - Organisation, click the
pencil icon.
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Fill out the Email Subject and Email Message fields. In the Message toolbar, click Dynamic Terms to add personalised information.
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Click Save.
Your invoice emails now use your wording.
If you want a separate email template for unpaid invoices, create an email communication template. When you email an invoice manually, you can select it instead of the default invoice email template.
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Click Settings > General.
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Under the Template Settings section, next to Communication templates, click the
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In the top right, click Create Template, then select Email.
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Give your template a title and fill out the fields as required. (Recommended: Use the [Payment Link] dynamic term, which fills in the email with the secure link for recipients to pay.)
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Click Save.
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When you email an unpaid invoice manually, select this template to replace the default invoice email template.
Invoice email templates work with the way Halaxy sends invoices and collects payment.
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Send invoices. Send an invoice manually, or let Halaxy send paid and unpaid invoices for you.
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Get paid sooner. Send an invoice payment link so patients can pay online from the email.
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Know every part of the invoice. The Guide to the Halaxy invoice explains each section.
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