When enabled, the system automatically sends a confirmation receipt to customers via email, SMS, or both whenever an invoice is marked as paid.
This applies to all payment entry methods across the platform, including:
- Auto-pay processing
- Manual payments logged by Admin staff
- Customer Portal payments
- Credit Card transactions
Enabling & Customizing Notifications
To configure this feature, navigate to Global Settings → Invoice Settings and locate the Invoice Paid Notification section.
- Email Notifications: Toggle the main Send notification to customer for paid invoices setting to On.
- Email Content Customization: Use the rich-text editor to customize your email subject line and body text.
- SMS Notifications: Toggle the text message option to On and configure your SMS message template on the same row.
Available Dynamic Placeholders
You can insert placeholders into your template content to dynamically pull real-time invoice and account details:
| Email Placeholders | Text Message Placeholders |
|---|---|
| {CUSTOMER_NAME} | {CUSTOMER_NAME} |
| {INVOICE_ID} | {INVOICE_ID} |
| {PAYMENT_AMOUNT} | {PAYMENT_AMOUNT} |
| {PAYMENT_DATE} | {PAYMENT_DATE} |
| {PAYMENT_METHOD} | {PAYMENT_METHOD} |
| {INVOICE_AMOUNT} | {INVOICE_AMOUNT} |
| {INVOICE_DUE_DATE} | {COMPANY_NAME} |
| {INVOICE_LINK} | {COMPANY_PHONE} |
| {INVOICE_DETAILS} | {ACCOUNT_LINK} |
| {INVOICE_PDF_LINK} | {INVOICE_LINK} |
| {ACCOUNT_LINK} | {INVOICE_PDF_LINK} |
| {COMPANY_NAME} | |
| {COMPANY_PHONE} |
Note: Notifications trigger only when an invoice is paid in full. Partial payments or account credit purchases will not trigger a receipt until the invoice balance is completely satisfied.
Delivery Behavior & Recipient Rules
- Batch Processing: If a customer pays multiple invoices in a single transaction, the system automatically batches them into a single receipt rather than sending multiple individual messages.
- Recipient Targeting: Receipts are sent directly to the customer's primary contact details (email address on file, any secondary CC emails, and primary mobile number for SMS).
- Group Billing Exclusions: In accordance with platform billing rules, payment receipts are delivered exclusively to the account holder. Property-level contacts listed under group billing structures are explicitly excluded from payment notifications.
- Branding: Your company logo is embedded directly inside the receipt email, and company contact details automatically populate based on your account setup.