How to Customize Invoice Email Messages

Invoice emails in OneSuite are set up in Invoices, Configure, Emails, where you choose the sender and write the three messages your invoices send: the invoice itself, payment reminders and a thank-you. Setting defaults keeps every client email consistent, and you can still personalize any single email before you send it.

In this guide you’ll learn how to:

• Choose the address your invoices are sent from
• Write your default invoice, reminder and thank-you messages
• Personalize messages with variables
• Schedule automatic payment reminders
• Customize one email before you send an invoice

How to choose who your invoices come from

You pick the sender in Send invoices from, at the top of the Emails page, and it applies to all three messages.

1. Click Invoices in the sidebar.
2. Click the Configure tab.
3. Click Emails in the Configure rail. It sits in the Sending & payment group.
4. Under Sender, open Send invoices from and choose an address. Replies go to this address.
5. Click Save changes.

The list offers three kinds of sender:

Sender	Shown as	Notes
Your business’s default address	OneSuite default sender	Used when you have not connected your own mailbox.
A connected mailbox	The mailbox address	A mailbox marked Reconnect needed cannot be picked until you reconnect it.
An SMTP sender	SMTP provider	Appears once an SMTP sender is set up in Settings.

If you have no mailbox or SMTP sender connected, invoices go out from the OneSuite address. Connect one in Settings to send from your own.

How to set your default invoice message

You write the default message on the Invoice tab of the Emails page.

1. Open Invoices, Configure, Emails.
2. Click the Invoice tab. This message is sent when you send an invoice.
3. Enter the Subject.
4. Write the Message. Add variables from the list below where you want client or invoice details to appear.
5. Click Save changes.

Until you type your own wording, each box shows OneSuite’s standard text as a hint. Click Discard to drop unsaved changes.

Which variables can you use?

Variables are placeholders that OneSuite replaces with real details when the email is sent. These seven work in the invoice, reminder and thank-you messages:

Variable	Replaced with
{{client.name}}	Client name
{{business.name}}	Your business name
{{business.email}}	Your business email
{{invoice.number}}	Invoice number
{{invoice.title}}	Invoice title
{{invoice.amount}}	Invoice amount
{{invoice.dueDate}}	Due date

The send page adds three link and button tokens:

Variable	Replaced with
{{invoice.url}}	Web invoice link
%invoice_url%	Web invoice link, in an alternative format
[View Invoice]	View invoice button

How to set up automatic payment reminders

You schedule reminders on the Reminders tab, which chases unpaid invoices for you on the days you choose.

1. Open Invoices, Configure, Emails, and click the Reminders tab.
2. Under Send a reminder, type a number of days after the due date and click Add. Enter 0 to send on the due date itself. Add as many days as you need.
3. Switch on Chase unpaid invoices automatically.
4. Under Then repeat every, choose whether to keep reminding, and how often.
5. In Only chase balances over, enter an amount, or leave it empty to chase every unpaid invoice.
6. Under Send at, choose the hour reminders go out.
7. Write the Subject and Message under Reminder message.
8. Click Save changes.

If you switch on automation before adding a day, OneSuite asks you to Add at least one reminder day before turning automation on. Each day you add shows as a chip, such as on the due date or 7 days late. Click the cross on a chip to remove it.

Setting	Options
Send a reminder	0 to 365 days after the due date. There is no option to remind before the due date.
Then repeat every	Do not repeat, 3 days, 7 days, 14 days or 30 days
Only chase balances over	Any amount, or empty for every unpaid invoice
Send at	06:00, 07:00, 08:00, 09:00, 10:00, 11:00, 12:00, 14:00, 16:00 or 18:00, in the business time zone

How to put one invoice on its own reminder schedule

You can give a single invoice its own cadence from its own page, and that invoice then ignores the business schedule.

1. Open the invoice and click Send reminder.
2. Check the Subject and Message. You can edit them for this reminder.
3. Under Repeat, tick Send a reminder again every and enter a number of days from 1 to 365.
4. Click Send reminder. This sends a reminder now and saves the repeat.

The repeat reminder is sent automatically until the invoice is paid, written off, or the reminder is removed. To stop it, open the same dialog and click Remove reminder.

How to set up the thank-you email

You write the thank-you message on the Thank-you tab and choose whether it goes out on its own.

1. Open Invoices, Configure, Emails, and click the Thank-you tab.
2. Switch on Send automatically when an invoice is paid online if you want it sent without you.
3. Write the Subject and Message.
4. Click Save changes.

The automatic thank-you goes out only when a payment gateway reports the payment. A payment you record by hand does not trigger it, so use Send thank-you on the paid invoice instead. The email goes to the people the invoice was last shared with, or to the client email on the invoice.

How to customize one email before you send it

You change the subject and message for a single invoice with Customize Email on the Share Invoice page.

1. Open the invoice and click Share Now, or click Share in the invoice’s row menu on the list.
2. Check the recipients under Default recipients. Use Add More Recipients, Add CC or Add BCC if needed. You can add up to 5 recipients.
3. Tick Customize Email. It is off by default.
4. Edit the Subject and Message. The Variables listed above the message are the ten shown in the tables above.
5. Choose whether to Include a PDF of the invoice, Include a link to the web invoice and Send me a copy.
6. Click View preview or Send me a test email to check it.
7. Click Send.

Your changes apply to this send only. Your defaults in Configure stay as they are. A draft cannot be sent until it is saved: the Send button explains Save this invoice before sending it.

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FAQs

How do I change the email address my invoices are sent from?

Choose a new address in Send invoices from on Invoices, Configure, Emails, then click Save changes. You can pick the OneSuite default sender, a connected mailbox or an SMTP sender, and replies go to the address you choose.

Can OneSuite send payment reminders automatically?

Yes. On the Reminders tab, add the days after the due date you want reminders sent, switch on Chase unpaid invoices automatically, and save. You can repeat reminders every 3, 7, 14 or 30 days and skip small balances.

Can I send a reminder before the invoice is due?

No. Reminder days count from the due date, from 0 (on the due date) to 365 days late. There is no option to send one before the due date.

Why didn’t my client get a thank-you email?

The automatic thank-you only goes out when a payment gateway reports the payment. If you recorded the payment by hand, open the paid invoice and click Send thank-you.

What variables can I use in invoice emails?

You can use {{client.name}}, {{business.name}}, {{business.email}}, {{invoice.number}}, {{invoice.title}}, {{invoice.amount}} and {{invoice.dueDate}} in every message. The send page also offers {{invoice.url}}, %invoice_url% and [View Invoice] for the invoice link and button.

Can I just email invoices from my own inbox instead?

You can, but you don’t need to leave OneSuite for it. Connect your mailbox and choose it in Send invoices from, and OneSuite sends invoices from your own address, with the PDF, the web invoice link and your default message added for you. Replies come straight back to your inbox.

What to do next

Show how to pay: Put your bank account on the invoice with How to Add Direct Bank Transfer Instructions to Your Invoices.

Record what comes in: Log payments once clients pay with How to Record Invoice Payments.

Finish your invoice setup: Set your letterhead, wording and defaults in Invoice Settings & Customization.