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Invoice wording for Administration

welcome to admin setup email text templates for invoices you know have the option where you can send out instant invoices to your clients by email or text Begin by selecting the admin tab then email text templates now this video is strictly going to focus on the invoice template if you would like information about the other templates in here please referred to the previous video so invoices can be customized or these uh messages for invoices can be customized with your client's name the balance that they owe and your client portal link so if you enclose the word client balance or portal link with the curly brackets then it will pull that information from the client's file and it will be customized so in order to create or edit an invoice template select the edit pencil this is the subject that's going to show in the email and the body as you can compose your message like I said if you're including those words in those curly brackets that will be customized and it works the same way in the Spanish messages and also with the text messages if you put the client's name balance it's going to be customized you do want to keep in mind with your text messages that to keep them short enough usually around 160 characters or less these fields over here for reminder days from date and business type um don't actually apply because these messages do not automatically go out you actually have to push a button to send which I will show you how to do now if you don't want the um invoice to be active this template just select the inactive button and save it and then you won't have that option so once you've customized all your message make sure you save it and there are two different ways to be able to send this message out you can either send it out individually to one particular client or you can send it out to a group of clients so we'll go ahead and search for client we'll do the individual one first we'll search for our client we grab the client's file we'll grab one of these where she actually has a balance due okay so this one has a balance due of $175 so here we have the option to send invoice says zero because we haven't sent any invoices uh for this particular file yet if you don't have this option here that means that you have that message marked as inactive so if you're not seeing send invoice and you want to do it you need to go back to the admin page and make that in make that active so to send the message select send invoice and it just verifies that you do want to send this notification to the client we'll say okay and let changed from a zero to a two because for this client we have email information and we have cell phone information so she received an email and she received a text with that message that we just set up on the admin page and if you'd like to see that message or see the log of how many messages or when you sent those messages out you can select the number two and it's going to show where it went and the message that actually went up went out so it does show the balance du the client's name and our portal link so that's going to show you that information now the other option is to send this message out to a group of clients at one time which you would do from the homepage and you can actually do it from any one of the office events so I'm going to pick awaiting IRS to fund bank because we haven't gotten paid on these so these clients have outstanding balances with us if we want to select everybody we can click the box at the top and it's going to select every one of our clients but there actually happens to be a couple of them who do not have a balance due with them so I will remove those and we'll send invoices just to everybody else who has that balance due we have the button down here to send invoice we'll select this verifies that you want to send the invoice notification and we'll say yes so those invoices have been sent now you can see the boxes have remained checked for everybody that we just sent that invoice to and the reason is so then if we would like we could put a note in each one of the client file just making a note that we actually sent the invoice so I have a note a predefined note created that says send invoice so if I do that for everybody and hit set and okay and then now we have another record of everybody who we sent that invoice too so it's going to give the date and the time of when we sent the invoice so you have that extra record for when you are talking to the clients you can let them know hey yep we sent you an email or we sent you a text on this date and you'll have that log and all of that information for that so that should be it for email text template for invoice notifications thank you