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Send Invoice PDF - Personalize WhatsApp, Email and SMS template

Whautomate provides these default templates when you send invoice PDFs through WhatsApp, Email or SMS. You can customize these default message templates to cater for your needs and branding.

Available withSalesIncluded in the Complete plan.Plans and modules

Step 1: Go to Settings and, under Messaging & Inbox, click Default Communication Templates.

Default Communication Templates searched for INVOICE_SEND_PDF, showing its Email, SMS and WhatsApp templates with an edit icon on each

Step 2: On this page, you can access all default communication templates. Find the INVOICE_SEND_PDF templates for WhatsApp, Email and SMS (search for the name, or pick a channel in All Channels), then click the Edit icon to change one.

WhatsApp template​

  1. Click the Edit icon on the WHATSAPP row.
  2. Under Message Template, keep the default whauto_invoice_pdf_message(en) or pick another approved template. To use your own wording, click Create New Template, submit a template for approval and pick it here once it is approved.
  3. Fill in the Body Parameters and URL Parameters. Type # or click { } under a parameter to insert a personalisation variable, for example {{client.name}} or {{invoice.number}}. The preview on the right shows the message.
  4. Click Save.
Edit Communication Template for INVOICE_SEND_PDF on WhatsApp with the whauto_invoice_pdf_message template, the client.name body parameter, the invoice download URL parameter and the message preview

Available personalisation variables​

Client Variables

{{client.name}}, {{client.preferredName}}, {{client.age}}, {{client.gender}}, {{client.email}}, {{client.phone}}, {{client.calendarSyncURL}}, {{client.photoURL}}, {{client.address}}, {{client.emergencyRelationType}}, {{client.emergencyContactName}}, {{client.emergencyContactPhone}}

Business Variables

{{business.name}}, {{business.address}}, {{business.phone}}, {{business.mapDirectionUrl}}, {{business.operatingHours}}

Invoice Variables

{{invoice.number}}, {{invoice.totalAmount}}, {{invoice.pendingAmount}}, {{invoice.clientName}}, {{invoice.date}}, {{invoice.dueDate}}, {{invoice.pdf}}, {{invoice.notes}}, {{invoice.paymentUrl}}, {{invoice.paymentRequestId}}, {{invoice.downloadId}}, {{invoice.downloadUrl}}

Email template​

  1. Click the Edit icon on the EMAIL row.
  2. Change the Subject and the Message. Type # or click { } to insert a variable from the list above. Email Attachment URL attaches the invoice PDF with {{invoice.pdf}}; clear it to send the email without the attachment.
  3. Click Save. Restore Default puts the original text back.
Edit Communication Template for INVOICE_SEND_PDF by email with the Subject, the Message editor with a Get your Invoice button and the download link, and the Email Attachment URL set to the invoice PDF

SMS template​

  1. Click the Edit icon on the SMS row.
  2. Change the Message. Keep it short and include the link variable.
  3. Click Save.
SMS

SMS must be set up for your account before you customise SMS messages; contact support if you have not used SMS yet. In India, a changed SMS template must be approved under DLT before it can be used.

Edit Communication Template for INVOICE_SEND_PDF by SMS with a message that includes the client name and the invoice download link

Send yourself a test: create a test client with your own phone number and email, then send yourself one of their invoices on each channel.

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