Create the Perfect Mail Format for Sending Invoice to Client for Shipping

Mail format for sending invoice to client for Shipping

In this video I will talk to you about  all the email settings in WooCommerce, explain to you what they do, and what they are,  how you can change them, and we're also going   to add PDF invoices that will be automatically  sent to your customers. But that's not all folks,   you also get PDF packing slips that you can  print out, while fulfilling your orders,   changing the world and making a profit  while doing so. We're gonna start right now.   Log into your WordPress dashboard. If you're  still logged in using /wp-admin/  .... That's not very safe way, so please watch my  tutorial about how to secure your WordPress   website. We go to 'WooCommerce' 'Settings' and  here you go up here to 'Emails'. Here you can   find all the emails sent out to your customers  and sent out to you as the webshop owner. Scroll   down a bit. And here you can see the email sender  options. These 'From name' and 'From address' will   people see when they open up their email. So make  sure your brand is represented in this. If you're   just one business owner, and your webshop is run  by one person and people know that and like that,   then you can just put for example your name like  this and then the name of your brand. Or you   might say well it's gonna be customer service,  something like this. You can create anything   you want over there and then the from address  should be a email that people can reply to,   and they actually know that that is a real person.  Make sure that this email address also exists in   your domain or else it might end up in the  spam, and you don't want that. You could use   something like info@. In most cases you want to do  something like service@yourbrand.com that would be   most logical. Then we have the email template. Here  you can customize some WooCommerce emails. When you   click over here, you can see how your template  looks like this. Let's customize this a little   bit. You can add in your header image. Now just go  to your media library. Select the logo you want to   use. Click on it and press 'Copy URL to clipboard'.  And then over here you paste in the URL. And you   press 'Save changes'. And when I now preview my email  template this is how it looks. Almost the way we   want it. Then we're going to change the colors. For  this website we're using a very bold color orange.   And now it looks like this. It looks way better  than what it was, right? You can also change the   background color, the body background color, and  the body text color. I almost forgot, the footer   text, if you preview it this is the footer text  built with WooCommerce. But what you might want   to say over here, something like this: Have any  questions contact us at service@orangefit.com. As you can see you cannot click this right now,  but we can add HTML to this field. We're just   going to use some basic HTML link with a mail  to tag like this. But let's also add a subject   to this mail, which is pretty easy to do. Just add  in here ?subject=" and then it actually looks like this, we have a beautiful  email link over there, and when people click on   it: you will actually see a subject says: Question  about products and to service@orangefit.com.   So it really works great. Now these are all the  settings you can do with WooCommerce out of the   box. If you want more options and customize your  entire mails to look absolutely beautiful, you   would need another system like Mail Poet who  works actually pretty great with WooCommerce.   I'm gonna create a new tutorial about that one. So  subscribe to see that tutorial in the near future.  By the way if you want to see how I created this  beautiful webshop with all products, and product   variations, and a beautiful card and with the  shipping total and checkout you can just watch   this tutorial, and there you can see how you can  create this amazing webshop. Now let's configure   all these emails and let me explain you what they  are the first three emails are actually for you as   a webshop owner these are just notifications now  the canceled and filled order are really important   because when a customer fails to actually  send in a order or when a customer cancel   their order you can send them an email which says  hey can I help you I notice that you try to order   something and you can turn that cancellation  in actually a sale now you can press on manage   here you can enable or disable this entire email  but it's really fun to receive an email with a   new order so I'm Gonna Leave This enabled if  you want to add someone else type in a comma   and then you type in this is the subject  of your email I always customize it like   new order from orange fit website and after this  I type in the order number and that's it that's   like a shortcode you can use order number oh like  this so you can actually see there's a new order   and it's number this one let's separate it then  the evil heading of course congrats new order but   you can of course put anything in here whatever  you want and the additional content is just one   line of text at the bottom of your email only for  yourself so I would suggest something like a quote   winners never quit and quitters never win and in  the email type I would say HTML because we live   in 2022 and I like HTML emails if you actually  do know how to change HTML you can override and   change this template with this file and copy it  to there to your theme folder and then you go   to WooCommerce emails and then you can add it in  and then you can actually change your and create   your own HTML template if you don't know what I'm  saying at all just leave it and you get the normal   emails which work fine right we've placed the  order and our order is being checked being packed   send out and we can enjoy our healthy products  thank you for your order this is a beautiful   thank you page isn't it right so the first email  is to me as web shop owner is from the customer   service at orange fit and it says congrats New  Order and on the number and you guys can see the   entire or payment method is direct bank transfer  then we have the billing address and the shipping   address and then we have our quote winners have  a quick quitters never win have any questions   contact us so for me as web ship owner this is a  perfect meal it's very clear and it's very nice   to even check out my phone yes I have a new order  go back to your emails let's change the canceled   order press manage again this is exactly the same  as the one but now we're gonna change this one   and the subject will be will be attention and the  heading would be well this is great any additional   content will be I've learned that people will  forget what you said people will forget what you   did but people will never forget how you made  them feel now how can't you turn this canceled   order into a sale when reading this quote right  there go back to your emails Phil's order again   subject of the field order should be filled  order help needed with the order number we're   gonna remove this hopefully they'll be back when  is this passive thing no you're an entrepreneur   you should go out there help people change lives  and make a profit while doing so happy customers   are your biggest Advocates and can become your  most successful sales team alright then we go   on the orders to our customers these three emails  are on holds processing order and completed order   are vital for your webshop because people like to  receive a email when they've placed their order   order on hold is a email that will be sent out  to when you change their order from processing   or anything else to the status on hold and it's  basically used when there's something wrong with   your stock or you can send it out or you're still  waiting for some things if you of course never   do this kind of things in your webshop you can  actually disable this email notification because   people will not receive the mail when you change  your status as around your order is currently and   then you say we look forward to fulfilling your  order soon contact us if you have any questions at   service.com like this then this is the email your  customer will receive when placing the order from   customer service really nice and if you now scroll  down you will see your order is currently on hold   hi Matt thanks for your order it's on hold until  the confirmed payments has been received in the   meantime here's a reminder of what you ordered  you can wire the money to our USA bank account   and then everything because I've set that up in  the payment options and when you scroll down there   you just receive their order number over there  and the date and the entire price of what we have   just ordered and again we're looking forward to  fulfilling your order soon contact us if you have   any questions at servicefit.com have any questions  again contact us at When I See This I definitely   would change some of these texts so do you have  any questions contact us again I will replace this   actually with some text about your webshop itself  like where you're at the address the phone number   the email address and the URL you know you live  you learn and then we save our changes now this   email will be sent out immediately when someone  goes to the cart goes to the checkout and pays   for their products then the state status will be  changed to processing and they will receive this   email so make sure you think about this one  because this one they will receive definitely   the subject will be thank you for your order and  the heading will be your order is being processed   additional contacts any questions you can send  us a email service.com save changes now when I   change my order to processing like this and  I press apply I'll receive a new email and   remember you can always send out manual emails by  going into your order choose an action resend New   Order notification and then you click on update  then I receive this email as a customer your order   is being processed hi Matt just to let you know  we have received your order number 587 and it's   now being processed this is what you see just  what you have done great and then the completed   order is the mail you will receive when you  have actually changed the status in orders   to complete it I use this email always to send  out that their products are on their way great   deals your order is on its way that's the subject  and then the heading would be hang on your order   is almost there and additional context thanks  for shopping with us if you have any questions   service at orangefit.com once you've actually  packed it in and you've shipped it out then you   can say change status to complete it and when I  press complete it and then I receive this email   great news your order is on its way hang on your  order is almost there hi Matt we have finished   processing your order and when reading this you  will see that hey this text could actually be   a little bit longer something like we've finished  processing your order you will receive a track and   Trace link within a few minutes from our carrier  it's ups um this webshop it will be honest where   you will be having it within two days something  like that when you change the status to in order   to refund it then they will receive this email  and then you can say your refund is on its way   and then you have a partial refund maybe they  you can give some money back or chill refund is   on its way and I think this email header is  okay sorry for travels if you want to share   where we can improve send us your thoughts at  orange fit service at orangefit.com and when   I press refund it I also will send a refunded  email your refund is on its way for order 586.   and there you can have this one you can see order  fully refunded minus and then the total is zero in   Euro because we have just refunded it and there it  is sorry for troubles if you want to share where   we can improve and then you have the customer  invoice order details now we're gonna change this   by using a free plugin to actually send PDFs with  all our mails that we are sending because I just   like to be thorough and give people a PDF invoice  before they're going to ask us for it and then we   have a very strange email the customer knows if  you're adding a customer note to a order they   will receive a email about it I would suggest  turning this off why I have three web shops and   when I add notes to my orders they're only from  me and the people I work with to see them not   for the customer if I want my customer to know  something I just sent them an email or I call   them that's the way you should communicate with  your customers so we're gonna press save changes   if you're working with accounts so people can log  in to actually Place another order without filling   all their information then these two emails are  very important password reset request for your   site title and the email heading is here is your  new any content should not be thanks for reading   but make sure to use a safe password and then  you can send out mails for new accounts however   think about this before you're gonna change this  email because when someone places a order at your   webshop they also receive an email from your  processing order and after that maybe the same   day you have it completed send it out we want  them also to send out a third email with their   new account you have to think about this really  good because sometimes I order something and I   get three four five meals from one company with  saying welcome we have received your order we   have shipped your order and we've created a new  account for you so you can actually turn this off   within here enable this email notification or you  can customize it the way you should it's totally   up to you I'm gonna disable it because it doesn't  gonna give the customer any new information they   already didn't have and then we have a field  subscription renewal SAA authentication is used   when you're using subscriptions on your webshop  we're not using it on this webshop so I don't   know exactly why this is on but we're just gonna  leave it on and you know it kind of hurt when it's   on and nobody uses it so the pre-order payment  action needed is actually when someone places   your order and there's still a few steps to be  taken before payment will be processed to your   webshop I'll leave this on because you never know  and then we have a payment authentication request   email this one is sent to you the webshop owner  and in this mail you will just receive a email   which says the automatic payment is failed  for this order number and is mostly used for   subscription renewal payments if you don't have  that you can turn this off or else just leave it   on you never know now this is great in all these  emails but I want to send PDF invoices with these   Mills automatically from my store how are we going  to do that is really easy go to plugins add new   and we go to search for WooCommerce PDF invoices  and packing slips now this plugin not only gives   you PDF invoices but also packing slips because  when you're fulfilling your orders you want to   print out a nice paper so add in the order and  send it out at least that is what I do with my   three web shops it is completely free and it works  excellent and then we press on settings over there   I really like this one new to WooCommerce PDF  invoices run the setup wizard or I am the wizard   let's run the setup Wizards in this case it  is orange fit and then your address this will   be added into your PDF invoices and your packing  slips press next and then we're gonna set up our   logo press next well where do you want to put  your PDF invoices to it really depends on your   product and your customers if you're adding into  processing order then when you cancel the order   or something happens you have to refund it they  already have a invoice and then you have to send   a credit invoice to make things right again so  what I would say is you put it to completed order   because then you have packed it you have shipped  it it's on its way and then we receive the PDF   invoice you can also of course put it on your own  orders the admin email now there's also a customer   invoice order details manual email and you can  find that but when you edit your order over here   you can choose customer invoice and then they will  receive the PDF with the email and then you have   of course all the other emails press next then  what you want to display in your invoice options   well I want to display the shipping address email  address phone number invoice date and the inforce   number very important what's next choose if you  want to have it on A4 or a letter I want to use   the A4 and you can choose that you want to place  the action buttons let's put them in there and I'm   going to show you why this is very useful next  happy selling finish it all now we have created   this beautiful invoice it looks amazing doesn't  it and it's just completely free I love these guys   and now this will be automatically sent out to  with your email as an attachment now if we go to   the left side we can actually choose how you want  you as a webshop owner to view you PDFs download   them or open them in a new browser it's totally  up to you and then you can choose a template it's   just a simple template you can copy all these  files to the child Theme by there and you can   customize it now this is very useful for one of  my web shops I have customized this PDF to make   it double-sided so when I print it as a packing  slip it is double-sided printed with commercials   of other products of more information about  what we do on the back side of the packing slip   this is actually really easy to do if you know  some HTML and then you can of course use Desmos   extended currency symbol support for strange  currencies and then fun subsetting for Asian   funds if you're using it of course change your  logo again and you can change the logo height in   centimeters I don't know why it is in centimeters  or millimeters or maybe one centimeter and then   you can see that the updated version is much  smaller so that is pretty nice and you can   change your shop name and your shop address  and then you have another footer area and then   again and when you stop typing it actually being  added immediately to the bathroom or you can do   like this put in your telephone number your postal  address now these extra fields are only available   if you buy of course the premium templates because  if you type something like this nothing will   happen on your invoice right now and then we press  save changes and all is well now let's head over   to documents because there's some more important  stuff we need to take care of you can change it to   packing slip or invoice right now the differences  between the two on your inverse you will see all   the prices and your fat totals and in your packing  slip you won't see anything at all you just see   what has to be in the box without the prices so  let's configure the invoice first because there's   something we need to do which is very important  you can disable the invoice for different statuses   you can display your shipping address yes no or  always I always do this because then it's very   clear where this thing goes to then you can show  their email address yes or no their phone number   on the packing and the customer nodes yes or no  I think it's very nice to put it on the invoice   if you want to display the invoice date you can  say yes I want to make the invoice date itself   on the day that the invoice has been sent out  or you want to put it on the order date so that   it's been sent out in the invoice date will be  the same as the order date if you're doing this   one then you could basically turn it down to no  so then the order date will only be added right   there to this and then you have just one date  and that is perfectly fine for this webshop and   then we have a display invoice number the invoice  number is pretty important because people have to   add this invoice to their booking systems now  there's a big difference between order numbers   and invoice numbers order numbers will be used  as invoice number is not recommended as this may   lead to gaps in the invoice number sequence hmm  so you should actually use a different invoice   number created by this plugin so you can send out  the invoices numbers to your customers and also   in your booking program when you're doing your  bookkeeping things will add up and will be okay   if you however want to change the order numbers  to make them sequential because WooCommerce is   not sequential with the numbers it just that's  the way WordPress works with posts and pages and   comments and projects all these things get numbers  so they're all adding up so your orders will have   different gaps then you should use another paid  plugin I always use the plugin sequential order   numbers Pro to fix this problem however for now we  need an invoice number now the text invoice number   I just would keep it on zero and then it will just  add up during the years and then you have a prefix   if you have multiple shops this is very useful I  use it all the time because I have three web shops   so I have to keep them apart with the invoices you  would say well there's a logo yes but when you're   doing bookkeeping then you have to use prefixes  which are very useful because you don't actually   see all the invoices you just see numbers and  prefixes and suffixes we're going to call this one   orange fit now everyone know that the prefix  is orange or you can just say oh error   which is actually with a stripe on it that's  great any suffix and you can add a year with   in a voice year like this this will automatically  be changed and you can add a dash into it that   should be great so now the invoice number will  be or1 2022 and then you can also choose to reset   your info invoice numbers yearly also you can do  this it's not mandatory but you can if you have   a 2 000 orders a year then it will become uh or  orange 2001 and then you have a new year 2023 it's   a bit confusing so reset it it will be actually  very useful when can people download their invoice   in my account only when it's already created  or only for a specific order statuses and then   they can also download it when it's processing  or on hold I would say only when the invoice is   already created or emails enable inverse number  column in the orders list if I enable this one   this is what you see invoice number and here  will become the invoice number of this order   this is actually pretty useful if you're using  these numbers for your bookkeeping server so I   would suggest you enable it if it's possible in  your webshop to download free stuff like ebooks   or maybe free products you created that you want  to give out you should definitely check this one   disable for free or why in your system they  will create new invoices and new numbers for   free orders but you're not going to add the free  invoices into your bookkeeping software it's not   necessary because the total is zero so disable  this one and always use most current settings I   would not enable this one because when you change  your customer address for example it will also be   changed in all the other invoices in the past  when you have not moved your business around   so I would suggest to turn this off then you can  also change your packing slips any packing slips   is really great you can't attach them to emails  but it's actually not necessary because you can   just print this out and then you can just send it  in with your package it is excellent this works   great display your email address and display  your phone number on the packing slip you can   do this and we're just gonna press save changes  why would you need another packing slip then the   invoice well if someone sends out a package as  a gift for someone else then you won't see the   prices in the package which is very nice and this  is the status where you can actually debug your   thing if you run into any problems using the book  actions you can create multiple orders and I use   it always in my webshop and I Press pdf packing  slip and I press apply then it will generate our   packing slip and I can print them out all in  one go all these packing slips in one go and   I can fulfill my orders in my web shell it works  perfectly and I'm really happy with this and you   can also do a PDF invoice and then you will the  invoice will be created and you can also download   it or send it out there's another way to do this  this is using the build actions but you could also   use these icons over there the PDF invoice just  click on it or you can click on the PDF packing   slip and it will be generated immediately and  then I receive this email hang on your order is   almost there we have finished processing your  order and also have an attachment and then we   can see that the attachment is the invoice we have  just created amazing this plugin is entirely free   right if you have any questions or you just want  to say thank you math just drop it down in the   comments and like this video if I helped you  out subscribe if you want to see more videos   about WordPress Divi or WooCommerce I'll see you  in the next video and I wish you a awesome day