Introduction to automatic client notifications
And, if you're using Practice 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 notification to the client.
What notifications can I use?
To use Invoice notifications, you must have Xero or Quickbooks connected to your Practice Ignition account.
To use Payment Receipt notifications, you must be using Practice Ignition Payments.
Which email address are the notifications sent to?
The emails will go to Recipients specified in a client's Notifications tab. You can add one or more emails here and all recipients will receive a copy of the notification.
The below video shows you how to set multiple email recipients. When you have more than one recipient added, you can also elect to remove a recipient.
Who receives Acceptance 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 notifications for all clients
To enable notifications by default for all future invoices and collected payments, visit Settings (in the left hand menu), and then find the section called Client Notifications.
Choose which emails you would like to send, and click Update Settings.
Customizing notifications for individual clients
The notifications that each client receives can also be customized.
Open the client in Practice Ignition and go to the "Notifications" tab. You'll then be able choose custom notification settings just for the client you're viewing.
Integration with Xero
When the invoice is emailed to your client, Practice Ignition will automatically mark it as "Sent" in Xero.
It's worth noting that Practice 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.
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 → Notifications tab → add the required email in the Recipients field.
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 Practice 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 notifications for all my clients?
If you'd like to test client notifications, you can create a test client using your own email address, enable notifications 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).
If you have any other questions about client notifications please let us know.
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.