Automatic Email Notifications

Automatic email reminders help customers pay invoices on time and save you from sending manual notifications.

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Easily automate your emails and improve collections with invoice summaries and invoice reminders.

Set up automatic email notifications in 4 easy steps:

1

Go into Automations

2

Select Email Notifications

3

Add Your Notifications (Invoice summaries & Invoice reminders)

4

Add Customer Exclusions

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Invoice Summaries

Email your customers comprehensive invoice summaries to highlight all outstanding invoices. This serves as a gentle reminder, ensuring timely payments for the services you've delivered.

Follow How to customize your templates for invoice reminders and summaries.

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Invoice Reminders

1. Go into Automations

   In the Partner Dashboard, select Automations from the side menu.
2. Select Email Notifications

   Select Email Notifications from the drop-down, then open the Invoice reminders section. Select New reminder to start configuring automatic email reminders.

1. Add Your Reminders

   Set reminders based on the due date, after the due date, before the due date, on creation, or after creation. You can set as many reminders as you need; they apply to your full customer base with email notifications enabled.

As best practice, we recommend you set reminders for:

• On due date
• 3 days before due date
• 7 days after due date (and optionally 15, 30, and 45 days)

1. Add Customer Exclusions

   If you want to exclude any customers from automatic email reminders, use the Exception List section.

   Select Choose Customers, filter for the customers you want, and select the checkboxes next to the company names. You can also Select All or Clear Selection. Confirm with the Select x customers button when you are ready.

Now you're all set up to send automatic email notifications.

For questions, use the chat icon at the bottom right of the Partner Dashboard.

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Email Sending Domain

Invoice notification emails are sent from one of two addresses, depending on whether your account has a custom email domain configured:

• Custom email domain configured: Notifications are sent from your custom sending address (for example, [e-mail]). This keeps your brand front and center in your customers' inboxes and helps with deliverability.
• No custom email domain: Notifications are sent from Alternative Payments' default email address on your behalf.

Setting up a custom email domain

Custom email domain configuration requires DNS verification (DKIM and return-path records) and is set up by the Alternative Payments team. To get started, contact your Customer Success Manager or email [e-mail]. For more context on white-labeling and branding options, see White-labeling your Payments Portal.

Confirming which domain is active

Once your custom email domain is configured and verified, confirm the from-address used on sent notifications in your Email Activity log. Each entry shows the sending address used for that notification. For a full walkthrough, see Tracking Email Notifications.

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Limitations

File Attachments in Email Notifications

Attaching files — such as worksheets, PDFs, or other supporting documents — to AP invoice reminder or summary emails is not currently supported. Only the invoice itself is included in the email notification.

Recommended workaround: If you need to send a worksheet or other attachment alongside an invoice, use this two-step approach:

1. Send the first invoice email through QuickBooks Online. In your QuickBooks Online email template, include both the file attachment and your AP custom billing link (the unique URL from your Alternative Payments account that takes customers directly to your payment portal). This ensures the customer receives the attachment and can still pay through AP.
2. Use AP for all subsequent reminders. Once the initial email has gone out via QuickBooks Online, configure remaining reminders in Alternative Payments as normal. AP continues automated follow-ups with the billing link included.

To find your custom billing link, see Custom Billing Links.

Note: An API-based approach to including attachments may be possible for partners with custom integrations, but this is not an officially supported workflow. Contact your customer success representative for guidance.

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Note: Invoices enrolled in Auto-Pay are marked with an Auto-Pay icon in the Invoice Reminder email.

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