Setting Up Email Automation for Invoices

PhotoBiz Invoicing Email Automations

Overview

PhotoBiz Invoicing Email Automations help you automatically send invoice reminders, outstanding balance notices, and follow-up messages to your clients. You can assign an Email Automation series while creating a new invoice or connect one to an existing invoice.

The fastest and easiest way to get started is to use the predesigned Invoicing Email Automation series included with your PhotoBiz account. The series already includes email content and recommended trigger timing, so you do not need to create an automation from scratch.

This guide explains how to assign an Email Automation series to an invoice, activate its emails, review the predesigned messages, and understand important delivery and billing details.

STEP ONE

This opens the Quotes & Invoices Dashboard, where you can create and manage client quotes and invoices.

STEP TWO

Click INVOICES at the top of the Quotes & Invoices Dashboard.

This page displays the invoices in your account.

STEP THREE

Click the invoice you want to connect to an Email Automation series.

You can also create a new invoice and assign an Email Automation series during the invoice setup process.

Related Guide: How to Create an Invoice

STEP FOUR

Click EDIT in the upper-right corner of the invoice.

The invoice settings will open in a panel on the right side of the page.

STEP FIVE

Click EMAIL AUTOMATION in the invoice settings.

Open the EMAIL AUTOMATION SERIES drop-down menu and select the series you want to assign to the invoice.

Using the predesigned Invoicing Email Automation series is the fastest and easiest option because its messages and trigger timing are already configured. You can also edit an existing series or create a custom series when you need a different invoicing workflow.

FINAL STEP

Click SAVE CHANGES to assign the Email Automation series to the invoice.

If the selected series contains inactive emails, PhotoBiz will display the following message:

“There are emails in this automation series that are not active. Automation emails can only be sent if they are active. Do you want to activate all emails in this series?”

Click YES, ACTIVATE ALL EMAILS if you want to activate every inactive email in the series. Any emails that remain inactive will not be sent.

After your changes are saved, the selected Email Automation series will be connected to the invoice. Active emails will be scheduled automatically when their trigger and timing requirements are met.

Predesigned Invoicing Email Automation Series

The predesigned Invoicing Email Automation series includes four messages that cover common points in the invoice payment process:

Invoice Payment Reminder: Your invoice is due — 1 week before the invoice due date
Invoice Payment Reminder: Your invoice is due — 1 day before the invoice due date
Invoice Payment Reminder: Reminder: Your invoice is past due — 2 days after the invoice due date
Invoice Message: Message About Your Invoice — 1 day after the invoice is paid

You can use these emails as provided or customize their timing and content to match your business. Confirm that each email you want clients to receive is active.

Understanding Invoicing Email Triggers

Each email in an Invoicing Email Automation series includes settings that determine when it will be sent:

Trigger: The invoice action or date that initiates the email.
Trigger Date: The timing of the email before or after the selected trigger.
Active: Determines whether the email can be sent.
Content: Controls the subject line, message, and preheader text.

A client will receive each qualifying email only once per invoice. An email is sent only when its trigger, timing, and active-status requirements are met.

Editing or Creating an Email Automation Series

You can edit an existing series or create a new series from the EMAIL AUTOMATION section of the invoice settings.

Editing a series allows you to update:

Email triggers and timing
Active or inactive status
Subject lines
Email messages
Preheader text

Changes made to an Email Automation series apply anywhere that series is assigned. Review your changes carefully when the same series is connected to multiple invoices.

Related Guide: How To Create an Email Automation Series

Checking Invoicing Email Automation Activity

After an Email Automation is triggered for Invoicing, you can review its activity in the contact’s Email Automation history.

The available delivery and engagement statuses include:

Sent: PhotoBiz processed and sent the email.
Delivered: The recipient’s email server accepted the email.
Opened: The recipient opened the email.
Clicked: The recipient clicked a tracked link in the email.
Bounced: The recipient’s email server could not deliver the email.

Related Guide: How To Check Email Automation Activity

Email Marketing Limits

Your PhotoBiz membership includes 10,000 Marketing emails each month. Email Campaigns and Email Automations share this monthly allowance.

The allowance resets on the first day of each month, regardless of your account’s billing date. Reaching the limit prevents additional Email Campaigns and triggered Email Automations from being sent until the allowance resets or you add more monthly emails.

Billing for additional monthly emails depends on your membership type:

Annual memberships: You pay for the additional monthly email allowance for the remainder of your current annual billing cycle. The available email total still resets on the first day of each month. Pausing the additional allowance does not provide a refund for unused time or unused emails.
Monthly memberships: You pay for the additional monthly email allowance for the remainder of your current monthly billing cycle. The available email total resets on the first day of each month. You can pause the additional allowance when you no longer need it.

The monthly reset controls how many emails are available to send. It does not restart or change your membership’s billing cycle.

Unsubscribed and Bounced Email Addresses

Email Campaigns and Email Automations share the same unsubscribed and bounced email lists.

A contact who unsubscribes from an Email Campaign or automated email will not receive any other Email Automations or marketing emails from your account.

PhotoBiz also excludes contacts with bounced email addresses from future Email Campaigns and Email Automations.

Important Delivery Information

Keep the following information in mind when using Invoicing Email Automations:

Automated emails are processed once each day at 9:00 AM based on your account’s time zone.
A client receives each email in a series only once per invoice.
Only active emails that meet their trigger and timing requirements will be sent.
The Email Automation series must be assigned to the invoice before its emails can be scheduled.
Changes to an existing email may affect future scheduled messages and related tracking information.
Contacts marked as unsubscribed will not receive Email Automations or other marketing emails.
Emails cannot be delivered to addresses that have bounced.

Related Guide: How to Change Your Account Time Zone

Need Help?

Support Hours: Monday to Friday, 9am to 6pm EST

Phone: 866.463.7620

Support Channels: Phone, Live Chat, Support Ticket

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