Scheduling Email Notifications

Scheduling Email Notifications

You can schedule email notifications 3 ways:

• • In an invoice
  • Within a recurring invoice
  • From the collection center.

Send from an individual Existing/Open Invoice

Open an invoice that has a balance due and in the Options Menu, you can choose to Send/Schedule Invoice Email. 

• • In the next screen you can change the radio button at the bottom to Schedule for Later

• • This opens new options for frequency to schedule the email.

• • You can choose On A Specific Date; X Days Before/After the Due Date; or Every X Days

Edit a Recurring/Future Invoice

Go to the Recurring Invoices module, click into a Recurring Invoice.

• • In the right of the screen there is a checkbox to "Send Emails Based On Due Date".
  • Checking this box will show a dropdown to choose to send the email Once, or Every.
  • If you select the Every option then you choose how often the email will be sent and when (before or after the due date) the email starts sending.

**This only affects the next/future invoices created**

Schedule from Collections Center for Multiple Existing/Open Invoice(s)

To send from the Collection Center you can select multiple invoices using the checkboxes in the first column. 

• • This will show new options at the bottom of the screen.
  • Select Options then Send/Schedule Email button to schedule emails for all invoices you selected. 

• • You have the same options to Send Immediately or Schedule for Later.
  • After you have scheduled emails to be sent you can see them as "Pending Emails".
  • From the Collection Center there is a column on the right side of the screen for Pending Emails.
  • This will show how many emails are scheduled to be sent for that invoice.

NOTE: A scheduled email can be setup to send every x days; it will show as 1 scheduled email.

Email History Report

There is a report that will show All Pending emails. Go to the Reports - Email History and change the dropdown in Filters button to All Pending Emails.

• • From this screen you can Cancel a scheduled email using the Cancel buton on the right side of the screen.
  • You can also cancel multiple scheduled emails by selecting them with the checkbox or with the Select All button at the top of the screen.

• • You can also see and cancel scheduled emails from within the invoice screen itself.

Schedule Emails for Invoices Pulled from QuickBooks

Invoices that are created and synced in from QuickBooks can have emails scheduled to go out as soon as Recur360 is aware of the invoices. 

• • Go to Settings (Gear Icon)- Account settings- Invoice Settings 

All Invoice Sync:

• • This setting will send an email once the invoice is synced in even if it is already paid.

Open Invoice Sync

Use appropriate bill with parent payment methods when doing payment processing payments (as long as any parent also has AutoPay Authorized)

• • If this is checked, when a new open invoice syncs into Recur360, if payment processing is enabled and there is a corresponding Bill with parent Customer associated with the Customer on the invoice, the most recently added payment method on either the parent(s) or child would be used to process the payment. If this is not checked, then only the direct customer payment methods will be used.

Only if the Customer on the invoice is set to AutoPay Authorized, automatically take the most recently added payment method of the Customer on the invoice and automatically process a payment for the balance of the invoice with that payment method. A payment will be written to QuickBooks and the Customer will be emailed based on the options below. If the Customer has no payment method added, no payment will be processed. You can edit the AutoPay Authorization on any Customer, or if a Customer ever chooses to store their payment method and enables autopay in their email payment link, it would also be enabled.

• • This setting would allow Recur360 to charge the customer if they are set to autopay authorized. It would use the most recently added payment method automatically. Remember if there has not been a payment method added, the customer will not be charged.
  • To successfully set this feature please remember to fill in the following based off the needs of your business. 

Automatically Send One Invoice Email Immediately (If the Invoice is Unpaid). If both this and the checkbox to Automatically Send One Invoice Email Immediately under 'All Invoice Sync' is checked, only one email would be sent.

• • This setting will send an invoice email as soon as it is synced into Recur360 only if the invoice shows a balance due.
  • You can select this option for all open invoices, or you can set it to email only certain open invoices with customer types, or terms. 

Automatically Schedule Invoice/Invoice Due Email(s) For Later (If the Invoice is Unpaid) 

• • This setting will schedule invoice emails in the future for the time frame you would like them to go out.

• • Like the previous setting you can limit the emails to certain customer types and/or terms. 

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