How do I set up an email template for invoices?

If you regularly send out copies of invoices via email, you can quickly and easily set up specific email templates for sending invoices. Doing this will save a lot of time!

To create an email template for invoices:

1. Open an exisitng invoice. You can do this from within the 'Invoices' tab under the Finance views or from the 'Account' tab of the Patient Summary

2. Select the Email icon at the bottom right of the invoice:

3. Click Manage Email Templates For Invoices alongside the 'Select Template' dropdown:

4. Select the + Add Template button

5. Enter your template details. You can format your email templates using the usual tools available to you in the HTML editor. You can use variables from the 'VAR' dropdown to populate information, such as the patient name.

6. Press Save Template when you are happy

7. You will then see the new template listed on the 'Email Invoice Templates' screen, with options to Preview, Edit or Delete it. Clicking Back to Message will return you to the 'Email Invoice' screen

8. When emailing invoices, you can use any of your Email Invoice templates by selecting one from the dropdown:

Top Tips:

• If you have information on your practice on a webpage (like directions or pricing information) that you want adding to your email templates, then adding a link out to these webpages is a really easy way of limiting the amount of text you have to add to your templates.
• If you are copying and pasting text from elsewhere, either from within WriteUpp or from a webpage/word document, you might pick up some stray HTML formatting, which will increase the number of characters used. To avoid this, you should either:

1. Paste the text into the notepad on your computer first, then copy and paste the plain text into WriteUpp. You can then use the tools in WriteUpp to format your templates.
   Or
2. Compose your templates manually by typing text and entering variables directly into WriteUpp

Updated on: 15/07/2024