Sending an invoice or reminder
Send a booked invoice or a reminder to a customer by e-mail, SMS, post or WhatsApp and follow whether it arrived
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With Send notification you send a booked invoice to the customer. With Send reminder you remind the customer of an outstanding invoice. You choose e-mail, SMS, post or WhatsApp yourself, and afterwards you follow the delivery in Notifications.
Tillor does not send these messages by itself when booking. You decide when the customer receives something. If you want it to happen automatically, you can do that with an automation.
Before you start:
- The invoice must be booked. The button does not appear on a draft invoice.
- The customer has at least an e-mail address, a phone number or a complete postal address (street, postcode and town). Otherwise you do not see Send notification.
- For a reminder, an amount must still be outstanding. A paid invoice does not offer Send reminder.
- For each channel, the matching detail must be known. Otherwise the channel is greyed out, with the message No email address on file, No phone number on file or No postal address on file.
Sending an invoice
Open the invoice
Go to AdministrationInvoices and open a booked invoice.
Click Send notification
The Send notification window opens. Choose the channels through which the customer receives the invoice.
Choose the channels and click Send
Tillor reports Notification sent. If it fails, you see Notification not sent.
The channels work like this:
| Channel | What the customer receives |
|---|---|
| On by default. The invoice is attached to the message as a PDF, sent to the e-mail address on the customer profile | |
| SMS | A short text with the personal link to the invoice |
| Post | The invoice as a letter to the postal address on the customer profile. Off by default. Tillor shows an indicative postage amount per letter |
| Appears if you have connected WhatsApp Business. If the customer's 24-hour window is closed and you have no payment method with Meta, Tillor blocks the dispatch |
Sending a reminder
Open the menu next to Send notification
Click the arrow next to the button and choose Send reminder.
Choose the channels
For a reminder, SMS is on by default if the customer has a phone number. If you choose Post, the customer receives a reminder letter with the invoice attached and a QR code on the letter. See Sending an invoice.
Confirm
Click Send. If you also chose Registered mail with receipt confirmation, it says Send with extra cost. That option only exists if registered post is supported in the country of the postal address. Tillor charges the extra costs to your organisation.
What happens next?
- The message appears in CommunicationNotifications with channel, status and a link to the invoice. You also see it on the customer.
- E-mail and SMS start as Pending and become Sent as soon as they are delivered. The customer can read the message and click the link. You see both again in the detail window.
- For post, the status becomes Sent as soon as the postal service confirms that the letter is on its way or delivered. For post you see the postage amount at the time of sending, and for registered post also the extra amount.
- If a message is stuck for longer than 5 minutes, Tillor tries again. After 2 days without being sent it becomes Failed.
- If the message fails, the invoice stays as it was. You can always send again.
Do you want Tillor to respond by itself, for example by alerting a colleague when a reminder fails? You can create an automation for that.