Emailing Invoices to Clients

Video Tip - Go to the 4:43 mark of the video to view information on how to email Invoices from your Planning Pod account.

You can email Invoices to clients directly from inside Planning Pod to save time and streamline how you manage Invoices. In addition, if you have created an account with one of our preferred credit card processors, you can add a "Pay Now" button to the email so your customers can pay via credit card ASAP.

The emails will be sent from an @planningpod.com address (to ensure optimum deliverability and passage through spam filters), but you can customize the person included in the email message "From" line and the "Reply To" address in the Settings / System Emails area of your account.

You also have the opportunity to customize the boilerplate email subject line and body text that is included in these emails, but you can also personalize each email before it is sent out to the individual client.

To Email an Invoice:

  1. Use one of these three ways to access the Invoices tool:
    • Click on the "Invoices" tool button on the Event Dashboard.
    • Use the Quick Launch or Switch Event tool to select the appropriate Event and the "Invoices" tool.
    • Click on "Invoices" in the main navigation bar.
  2. Find the Invoice that you wish to send and click on it
  3. Click on the "Email" button.
  4. Choose the recipients in the "Email To" field. The client is already prefilled in this field, but you can add additional recipients by clicking into the field and selecting more Contacts.
    • NOTE: Many users add themselves to the "Email To" field to receive a copy of the email for future reference.
  5. Optional: If you want your customer to pay the Invoice by credit card, click on the "Add 'Pay Now' Button to This Email?" dropdown and select the preferred payment processor. When your customer clicks on this button in the email, it will open up a new browser tab and present them with an online credit card payment form.
  6. Customize the subject line and body text and click "Send Now" when you are ready to send.
  7. You can view a record of sent emails for this Invoice by clicking on the "Activity Log" link in the top right corner.
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