Invoice Email Templates

When emailing invoices via Wavebid, an email template can be drafted that will be sent out along with the invoice. This article describes the process for creating and Invoice Email Template and then selecting for an auction. For information on emailing invoices via Wavebid, see Invoices Page. For email troubleshooting information, see the Troubleshooting section of the Integrating Email article.

Create Invoice Email Template

Set a Company Level Invoice Email Template

Apply an Invoice Email Template to an Auction

Create Invoice Email Template                                                                 

1. Navigate to My Links > Company > Accounting Settings > Admin Email Templates.
   • To edit an existing template, select it using the drop-down at the top of the page.
2. Select Invoice from the Type drop-down.
3. Enter a Name for the template.
4. Enter Notes, if desired. Notes can be used to differentiate between various templates and are not visible in the email or on the invoice.
5. Click the Template field and type the body of the email. The field is HTML formatted, so the text can be resized and organized as needed.
   • If this field is left blank, the invoices sent to winning bidders will not contain any text, but will contain a PDF attachment of the invoice. 
6. Click on any of the Variable fields from the right side of the page to place them in the body of the email template. These fields will automatically populate based on auction and customer data.
7. If the "Pay Now" button is being used on the invoice, the "Invoice URL" Variable must be added to the body of the Template to provide a link to the invoice. For more information regarding the "Pay Now" button, see Customizing Emailed Invoices and How Can My Bidders Pay Online in Wavebid.
8. Links to other sites and documents can be included by clicking the small Link icon at the top of the Template field.
9. Once the email template is complete, click the Save button in the top right corner of the page. The email will be sent with the invoice attached as a PDF. For information on emailing invoices via Wavebid, see Invoices Page.
   • Example of an sent email:

Set a Company Level Invoice Email Template                                          

An Invoice Email Template can be selected at the company level so that the same template is used for every event.

1. Navigate to My Links > Company > Profile.
2. Click on the Preferences tab.
3. Click on the Invoice tab on the left side of the page.
4. Select a template from the Default Email Template for Invoice emails drop-down.
5. Click the Disk icon in the top right corner of the page to save the changes.

Changes will only impact newly created events. For existing events, the template will need to be selected at the auction level.

Apply an Invoice Email Template to an Auction                                      

To use a particular Invoice Email Template in an auction:

1. Navigate to the applicable auction from the Dashboard, then select Auction > Edit Settings.
2. Click on the Invoices tab.
3. Select the appropriate template from the Invoice Email Template drop-down on the right side of the page.
4. Click the Disk icon in the top right corner of the page to Save. For information on emailing invoices via Wavebid, see Invoices Page.

Related Articles:

• Invoice Guide
• Integrating Email