Introduction to automatic client emails
Once a proposal has been accepted, Ignition will automatically generate invoices in your connected Xero or QuickBooks account.
And, if you're using Ignition Payments, the invoice will also be marked as paid as soon as payment has been collected.
When a new invoice is created or paid, you can choose to automatically send an email to the client.
What emails can I use?
To use Invoice emails, you must have Xero or QuickBooks connected to your Ignition account.
To use Payment Receipt emails, you must be using Ignition Payments.
Which email address are the emails sent to?
The emails will go to Recipients specified in a client's Emails Preferences tab. Any recipient emails will need to be added as a contact under the Details section of the client in Ignition. Then you can select the recipients who will receive a copy in the Email Preferences section.
Please note: There must be at least one email recipient as a requirement.
Who receives Email Notifications?
While our settings have a spot for Acceptance Email Notification, that is only to add additional email addresses to receive acceptance emails. Note that anytime a proposal is accepted, the following people are default recipients and will always receive the email.
*This cannot be disabled.
Enabling emails for all clients
To enable emails by default for all future invoices and collected payments, visit Settings (in the left-hand menu), and then find the section called Client Emails.
Choose which emails you would like to send and click Update Settings.
Customizing emails for individual clients
The emails that each client receives can also be customized.
Open the client in Ignition and go to the Edit Client → Email Preferences. You'll then be able to choose custom email settings just for the client you're viewing and click Save Client when you're done.
Integration with Xero
When the invoice is emailed to your client, Ignition will automatically mark it as "Sent" in Xero.
It's worth noting that Ignition will authorize the invoice in Xero in order to mark it as sent, if the invoice hasn't already been authorized.
What will my client see?
Your client will receive an email that looks like this:
PDF Invoice Attachment
You will also see a PDF invoice attached to the email that is generated by Xero or Quickbooks.
The PDF invoice is only attached to Invoice emails. It will not be attached to Payment Receipt emails to minimise client confusion.
This is useful if you use receipt software like Dext, Hubdoc, Expensify...etc which can automate and extrapolate information from emails and attachments.
Simply navigate to a client record → Details tab → add the required email in the Contacts section → select the additional emails in the Recipient tab.
If payment is already scheduled with a payment method then this is clearly shown:
Payment receipt emails
A payment receipt email will look like this:
In case there is an issue with your Ignition account preventing the PDF invoice from being fetched from your ledger, the email will indicate that there was an unexpected technical problem.
Frequently Asked Questions
How can I try it out before enabling emails for all my clients?
If you'd like to test client emails, you can create a test client using your own email address, enable emails and build a test proposal.
When will my clients receive the payment receipt in their email?
If the payment was done via credit card, the client will receive the payment receipt (email) the moment the card is charged.
For direct debit, the client will receive the payment receipt email as soon as we receive a confirmation that the payment has been successfully taken out from the client's account (that is, between 3-5 business days).
How can I turn off the "Upcoming Payment" notification emails if I am based in the UK?
"Upcoming Payment" notification emails cannot be disabled as it is a requirement in the UK for legal compliancy. These compulsory notifications also do not get logged in the invoice activity and cannot be turned off through the settings described above.