Wavebid offers a wide variety of ways to customize invoices. Some Invoice Settings will impact both printed and emailed invoices, while other will only impact emailed invoices. This article describes additional invoice options that are only available on invoices emailed out to customers via Wavebid. For additional information on printing and emailing invoices, see Invoices Page. For email troubleshooting information, see the Troubleshooting section of the Integrating Email article.
Please note that Wavebid does not currently offer pro forma invoices, though users may be able to Form Builder to generate a document serving the same purpose.
Pay Now Button
The 'Pay Now' button can be added to emailed invoices allowing bidders to pay directly with their credit card information. Companies must have one of Wavebid's supported Payment Gateways to activate this feature.
- From the Dashboard, navigate to My Links > Company > Profile.
- Click on the Preferences tab and then the Invoice tab on the left side of the page.
- Select the Default Payment Gateway from the drop-down.
- Check the Display the 'Pay Now' button on customer invoices box.
- Select the Default Email Template for Invoice Emails from the drop-down. Templates in this drop-down are populated from My Links > Company > Accounting Settings > Admin Email Templates.
- The selected Email Template must have the Invoice URL included in the body of the Template. For more information, see Invoice Email Template.
- Click the Disk icon in the top right corner of the page to Save.
When invoices are emailed via Wavebid, buyers will see a Pay Now button at the top of the invoice. Clicking the Pay Now button will direct the buyer to the integrated Payment Gateway for payment processing.
Please note that a default Payment Gateway and a default Invoice Email Template will need to be selected within the auction in order for this feature to function properly.
Add Questions to Invoices
Custom questions can be added to invoices that are emailed to buyers via Wavebid. Questions can be open ended or have possible answer options. If a reply email address is on file, customers can then reply to those invoice questions via email.
Set Company Level Invoice Questions
- From the Dashboard, navigate to to My Links > Company > Profile.
- Click on the Preferences tab and then the Online Checkout tab on the left side of the page.
- Click the Add Question link.
- A blank text field will appear. Type in the question as it should appear on emailed invoices.
- To add a possible answer, click the Plus icon to the right.
- Enter a possible answer. Click the Plus icon to the right of the question again to add more possible answers.
- If no possible answers are entered, the buyer will be given an open field to type in a response.
- To delete a question or any possible answers, click the Trashcan icon to the right of the field.
- Once all questions and answers have been entered, click the Disk icon in the top right corner of the page to Save. Invoice Questions will be applied to invoices on any auctions created after the questions were saved. Any existing auctions will remain unchanged unless changes are made to Checkout Options at the auction level.
Set Auction Level Invoice Questions
Invoice Questions can be set up at the Auction Level rather than the Company Level to allow for questions to be personalized to each auction.
- Navigate to the appropriate auction from the Dashboard and then select Auction > Edit Settings.
- Click the Online Checkout tab.
- Select a Checkout Invite Email Template from the drop-down. Templates in this drop-down are populated from My Links > Company > Accounting Settings > Admin Email Templates.
- Click the Add Question link.
- A blank text field will appear. Type in the question as it should appear on emailed invoices.
- To add a possible answer, click the Plus icon to the right.
- Enter a possible answer. Click the Plus icon to the right of the question again to add more possible answers.
- If no possible answers are entered, the buyer will be given an open field to type in a response.
- To delete a question or any possible answers, click the Trashcan icon to the right of the field.
- Once all questions and answers have been entered, click the Disk icon in the top right corner of the page to Save. Changes made to Checkout Options at the Auction Level will not flow back to the Company Level, meaning they will only impact that specific event.
Receiving Customer Replies
In order to receive buyer replies to the Invoice Questions, a valid email address will need to be on file... that reply.
- From the Dashboard, navigate to My Links > Company > Email Settings.
- Enter a Name for the email address.
- Select Invoices from the Category drop-down.
- Enter the email address where the replies should be sent to in the Email field.
- Click the Save button. A validation email will be sent to the email address from no-reply@wavebid.com.
- Open the validation email and click the link to validate. Once validated, the selected email address will receive any invoice replies from buyers.
- To edit an email address, click the Pencil icon to the right of the Email Name. To delete an email address, click the X to the right of the Email Name.
Troubleshooting
Pay Now Button Doesn't Appear on Invoices
There are three possible causes:
- The 'Pay Now' button has not been enabled at the company level.
- An Invoice Email Template has not been selected/applied at the auction level.
- The Invoice Email Template being used does not contain the 'Invoice URL' variable. Users must click on the invoice link (generated by the 'Invoice URL' variable) in their email in order to access the web-version of their invoice, which contains the 'Pay Now' button. If this URL is not included, the invoice will be attached to the email as a PDF, which will not contain a 'Pay Now' button.
Please note, the 'Pay Now' button will not appear on invoices viewed in Wavebid. It will only appear on invoices accessed via the Invoice URL.
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