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Setting Up Email Automation for Invoices

May 12, 2025 | By: PhotoBiz Knowledge Base

📬 Managing Invoicing Email Automations in PhotoBiz

With PhotoBiz, you can automate follow-up emails for invoices—like payment reminders or thank-yous after a balance is paid. This guide walks you through viewing, editing, or creating Invoicing Email Automation series and connecting them to your invoices.

STEP ONE

Log In & Open Marketing

  • Log into your PhotoBiz account.
  • Click MARKETING from the left-side menu.

STEP TWO

Go to Email Automations

  • At the top center of your Marketing dashboard, click EMAIL AUTOMATION.
  • Choose INVOICING from the available tools.

This will display all your Invoicing email automation series. Click the name of a series to open it, or create a new one using the NEW EMAIL SERIES button.

STEP THREE

Create or Edit an Email Series

EDITING AN EXISTING INVOICING EMAIL AUTOMATION SERIES

When you're editing an Invoicing email automations series, you can easily add new emails, edit existing emails, and delete existing emails. By default, there's 4 emails show below for Invoicing. 

You can click on the EMAIL TYPE/SUBJECT to open a preview of the email and the other settings for the email you want to edit. The preview will open so you can view what your client will get in their inbox once the automation has been triggered. You can click on the EDIT button on the upper right corner of the preview to edit the email series. 

The right side menu will open and you can configure the following settings for your Invoicing email automation series email:

  • TRIGGER
  • TRIGGER DATE
  • ACTIVE

Click on Save Changes to apply any new settings you've made to your email series. 

You can also run a test of your automations if you want to see how it displays in your inbox prior to having it trigger for a client. 

CONTENT

You can customize your email messaging in this Content section. This includes the following options:

  • SUBJECT: This will be the subject line of the email in your clients inbox.
  • MESSAGE: This will be the body of your email. 
  • PREHEADER TEXT: This is a sentence that summarizes the content of the email. It displays after the subject line when the email is viewed in an inbox.

Click on Save Changes at the bottom of the Content section to save your updates. 

Creating a new automated email

In addition to using our pre-built emails, you can also create your own custom emails. When you want to create a new email in a series, first you will select the email type. 

The available email types vary depending on if you are working on a Proofing, Scheduler, or Invoicing Email Series. 

The email type you choose will determine the available trigger options (an action or date that initiates an email), which in turn determines when the email is sent. 

Email series can be initiated or triggered by dates or actions (e.g., immediately after a new account is created or 3 days before an event expires). Your trigger and trigger date selections determine when an email should be sent. 

These selections also determine the available options of who you can include or exclude from receiving the automated emails (your email’s recipients). 

Programming & Customizing an Email Series

Note: Automated emails need to be enabled before they are sent, by changing the email’s “active” status to “yes”. This ensures that emails are not accidentally sent to your clients while you may be working on them.

You can preview each email type and edit it. Each email type has its own set of rules and options for trigger dates. there 3 main tabs for each email:

  • Details - you'll be able to edit details like which email trigger and the trigger date, and if it is active.
  • Content - You can edit the subject of the Email, the message you'd like to be sent to customers, and preheader text, which is the text that summarizes the Email in a preview in their inbox.
  • Recipients - you can select who sees this Email in this email series and customize a series even more. Note: only editable for Proofing. Scheduler and Invoicing type to an individual, not an event.

Once you've created an email series and confirmed that each desired email within the series is marked as "active," you can link the series to one or more Invoices. This allows the emails to be automatically sent to your clients based on the triggers you've set.

To link your email series to Invoices:

  1. Navigate to the Invoice section.
  1. Under Email Automation Series, select the email series you want to link to the Invoice.

Enabling an Email Series in Invoicing

You are now able to automatically send emails to your invoiced clients to remind them of their invoice’s due date, an outstanding balance, or to send a follow-up message after the invoice balance has been paid. You will find the Email Automation Series selection in the third step of the invoice creation process, the same step where the invoice’s due date, payment schedule, and the shipping method are configured. You can also link an email series to an invoice that has already been sent by clicking on it from your list of invoices and then clicking on the new “email automation” tab. 

Learn More: How To Create An Invoice

Email Marketing Notes

Your membership automatically includes 10,000 Marketing emails that you can send each month. Marketing Campaigns and Email Automations share this same monthly email quota, which resets on the first of each month regardless of your billing date. 

Once you’ve reached the email limit in a given month, you will need to upgrade your email package in order to send additional Marketing Campaigns, and/or to send any automated emails that have been triggered and scheduled to be delivered within the same month. Keep in mind that you can upgrade temporarily by downgrading your plan before the email quota resets for the next month.

Your Marketing Campaigns and Automated Emails also share the same Unsubscribed and Bounced email lists. I.e., if a client clicks to unsubscribe from a Marketing Email Campaign, they will also be unsubscribed from all automated emails and vice versa.

PhotoBiz accounts need to be verified before an Email Automation Series can be linked to an Event, Invoice, or Scheduler Service. To verify your account, contact our Support Team by phone or live chat. 

Important Note: 

  • Automated emails are sent out once a day at 9 AM based on your account’s time zone (Learn how to change your account time zone).

  • Contacts will only receive each email in a series once per event, invoice, or appointment.

  • Only emails that match the recipients, actions, and dates criteria will be sent out.

  • If a proofing event expires, emails will not be sent unless the trigger “After the event’s expiration date” is selected. 

  • Updates to existing emails in a series may affect future automation and related tracking data.

 

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