SwiftFox sends some emails automatically when something happens in the system. System emails is where you change what those emails say and, for invoices raised to organisations, who receives them.
Go to Settings → Communications → System emails. The page reads Customise the transactional emails SwiftFox sends for key system events.
The Invoice email
The Invoice tab covers the email sent when an invoice is issued, including automated renewals. You can have one variant per plan, so members on different plans can receive differently worded invoice emails.
The table lists the variants, with these columns:
- Variant — the variant's name.
- Plan — the plan it applies to.
- Target contact — who receives invoices raised to an organisation.
- Last updated and Updated by.
Every account has a built-in Default variant that applies to All other plans, sends organisation invoices to the Primary email, and shows Built in and SwiftFox in the last two columns. Any plan without a variant of its own uses the Default.
Add a variant for a plan
- On the Invoice tab, select Add a variant. A panel headed Custom — Invoice opens, with Edit and Preview tabs.
- Choose the Plan. Each plan can have one variant, so plans that already have one aren't offered.
- Edit the message fields. Type @ in any of them to insert a merge field:
- Subject line (up to 50 characters) — starts as @Business name invoice @Invoice number.
- Opening message (up to 120 characters) — starts as Dear @Recipient name, Please find your invoice details below:
- Sign-off message (up to 120 characters) — starts as Thank you @Sender name.
- Choose who receives invoices raised to an organisation, under Send organisation invoices to (see below).
- Use Preview to check the email, then select Create variant. Cancel closes the panel without saving.
Send organisation invoices to
This setting only affects invoices raised to an organisation. Invoices for a person always go to that person.
| Option | Who receives the invoice |
|---|---|
| The organisation's primary email | The organisation's primary email address — or its first email, if none is set as primary. This is what the Default variant uses. |
| A representative | A person holding one of the organisation's representative roles. If no role holder has an email, the invoice goes to the organisation's primary email. |
| Both | The organisation's primary email and a representative in CC. |
| A representative, with other representatives in CC | Select TO and CC roles independently, using all selected roles or a priority order with fallbacks. One set of roles receives the invoice and a second set is copied in. |
Choosing A representative shows a Select roles button. It opens the same role picker used for email campaigns: under Send to, choose One, with fallbacks or All selected roles, tick the roles to use and, for One, with fallbacks, drag them into priority order. The picker and both options are explained in Emailing an organisation's representative contacts. One difference for invoices: where that guide's campaign fallback is the organisation's primary contact, an invoice with no role holder to send to goes to the organisation's primary email.
Choosing A representative, with other representatives in CC shows a To row and a CC row, each with its own edit control that opens the same role picker. The two are evaluated independently: each To recipient gets their own personalised invoice email with the selected CC recipients copied in, To addresses are never also copied in CC, and in priority mode the To list ends with the organisation's primary contact (that is the product's own wording for this option; it differs from the single A representative option above, whose final fallback is the organisation's primary email). Use it when, for example, the finance contact should receive the invoice and the chair should be copied.
The roles listed are your account's own representative roles — see Roles and titles, address tags & category types. An account with roles such as Finance Contact can, for example, send every organisation's invoices straight to its finance contact.
Related
- Email invoice settings, footer builder & early generation — whether invoices are emailed at all, and the invoice footer.
- Emailing an organisation's representative contacts
- Billing a person's subscription to an organisation