In this section you can customize invoices and emails, which you will send to your customers. To view Invoices Settings & Email Templates click on System Settings at the bottom left of your hAIbooks page.

In the sidebar menu you will find the Invoices and Emails section, which has :

  • Invoice settings

  • Invoice Reminder

  • Email templates

  • Credit Control

Invoice Details

To customize Invoice details of the company do the following steps:

  1. Click Invoice Settings on the System Settings page.

  2. Make the required updates.

  • Select the invoice template, which will be used for sending to your customers. To do this, on the right side of the page, use the arrows to choose template.

  • Then scroll through for additional options

  • You can add your preferred payment method, whether that is Paypal, Stripe or GoCardless.

  • Check "Include Company Name" checkbox if you want your company name to be added on the invoices. You can upload your logo by selecting Browse your computer.

  • Additional Text and Footer fields contain additional information that is included to invoice, *.pdf, these fields are optional.

   3. Press Save button to keep all your changes.

Email Templates

Email Templates section allows to manage email templates for different mail sending cases.

To customize your company emails go to the System Settings and click on Email Templates.

Each company contains a default list of templates. The list of templates table shows sections for which the template is used by default or was picked for displaying.

You can also create and set a default template for each of the cases on Add/Edit template page.

To create or edit an email template do the following steps:

  1. Select System Settings.

  2. Click Email Templates on the System Settings page.

  3. Click Add Template to add new template, or click on the template’s name to edit it

   4. Make required updates:

Enter the Email Template Name, Email Subject and Email Message body. In order to specify the sections in which this template can be used, check the cases in the column "Used for" in the General Settings of the template. In order to determine for which of the sections this template will be default, check the cases in the "As Default" column. After saving the template changes you will see this information right in the list of company email templates.

You can use the option to "Add Parameters" that will allow you to add fields in the body of the email like for example number and company name.

5. Click on Save button and the template will be added to the list of company Email Templates.

Invoice Reminder

To access this feature, on the System Settings page, you need to select Credit Control from the sidebar menu from the Invoices and Emails section.

The feature is available for all the non-archived invoices if Credit Control is set to Active.
You can enable this feature for all new contacts, or for all the existing contacts. Just check appropriate check-box.

If Invoice reminder feature is allowed for a particular contact, you will see checked “Enable Credit Control on newly created invoices” checkbox in Contact and then the Details tab.

Add/Edit Reminder

Add Reminder is a setting that tells the system how often invoice reminders should be sent. Each company contains a default rule for the Invoice Reminder. To view it, click on the name in the list.

Click Add Reminder to add a new reminder or click on the reminder in the list to edit it.

On the opened page fill in the fields:

  1. the Reminder name, which must be unique for the company.

  2.  algorithm, according to which hAIbooks will notify your customers about the invoices debt:

  • in the “Number Of Days” field, enter the number of days for which the first warning letter should be sent.

  • in “At” you can set the time of day, in which letter will be sent

  • select whether Before/After Due Date the first letter will be sent.

  • If 1 letter is not enough, you can also set up a notification every day after the first letter (days after that field) for some period of time (During field). This function is optional and will be available if you check And each check-box

   3.  Check the Is Active checkbox if you want it to become the main Invoice Reminder.

Click Save to update the details of the reminder.

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