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Setting up Online Invoices consists of three steps, which are only done once.
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Add 'View Invoice' button to Email Templates
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You can skip this step and use our free template. Select the Online Invoice Email AroFlo Standard in your email templates when sending your email. To add the 'View Invoice' button to your email templates:
The 'View Invoice' button will now appear when you select the email template. You can also set this template to be the default email body on invoices. |
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Connect a Payment Gateway Provider (optional)
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A payment gateway is only required if you want to let clients pay invoices online. A payment gateway manages the online processing of debit and credit card payments. Payment methods also allow you to set your preferred methods of payment (such as Visa or Mastercard) and any surcharges. AroFlo currently integrates with several popular payment gateways and payment methods, which you can quickly sign up for and configure via AroFlo's Site Administration. To set up Online Payments:
When setting payment methods, ensure you tick 'Visible on Pay Now' so they appear in the Client Payment Portal. |
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Change Online Invoice design (optional)
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The content of the Online Invoice uses the selected layout set in the Print Options area of the Invoice.  If you want to, you can create a customised layout for Online Invoices and even set this as a default either for all invoices, and/or for individual clients. |
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Using multiple Business Units?
| If using multiple business units, we recommend using the (Owner) fields in your layouts as opposed to (BU) ones, to ensure the correct information comes through on the preview. |  |
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Set Up Notifications for Online Invoices (optional)
Event messages allow you to set up automatic alerts when:
- an invoice status changes
- a payment is made against an online invoice
- a client asks a question about an invoice.
Set Up Notifications for Invoice Status Changes
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Set up an event message to allow you to set up automatic alerts when the invoice status changes. This is ideal when:
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To set up a notification:
See the image for some suggested settings or expand the section below. |
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Event Message Suggestions...
Event: Invoice Approved
Field |
Suggestion |
|---|---|
| Send / Alert | At time of event |
| Performers | Any |
| From | Current User |
| To | Task Sales Person, Client Account Managers, Task Assigned To |
| Template | Create a new email template called 'Invoice Approved'. The body could include the following: Invoice [Invoice Number] is approved and ready for client payment. (Task [Job Number][Task]). The balance remaining is [Invoice Balance Due]. Information about the job can be found here: [Task URL Link (office)] [Invoice URL Link] |
| Show Sent History in Task Notes | Not ticked |
| Track Delivery Status, Opens and Clicks | Not ticked |
| Allow Reply Imports | Not ticked |
Set Up Notifications for Created Payments
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Set up an event message to allow you to set up automatic alerts when a payment is made against an Online Invoice. To set up a notification:
See the image or expand the section below for some suggested settings. |
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Event Message Suggestions...
Field |
Suggestion |
|---|---|
| Send / Alert | At time of event |
| Performers |
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| From | BU Manager Alternatively, for email event messages, select Custom to input your own 'from' email address, e.g. your accounts team email address. |
| To |
Task Assigned To, Client Account Managers
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| Template | Create a new email template called 'Invoice Payment Received'. The body could include the following: A payment of [Payment Amount] has been received for Invoice [Invoice Number] (Task [Job Number][Task]). The balance remaining is [Invoice Balance Due]. Information about the job can be found here: [Task URL Link (office)] [Invoice URL Link] |
| Show Sent History in Task Notes | Not ticked |
| Track Delivery Status, Opens and Clicks | Not ticked |
| Allow Reply Imports | Not ticked |
Set Up Notifications for Ask a Question
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If a client asks a question on an online invoice, an email will automatically be sent to the Business Unit Manager. Click to see what the email looks like If you want to set up a notification for others in your company, you can set up an event message. To set up a notification for questions asked on an invoice:
See the image for some suggested settings or expand the section below. |
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Event Message Suggestions...
Field |
Suggestion |
|---|---|
| Send / Alert | At time of event |
| Performers | External |
| From | BU Manager Alternatively, for email event messages, select Custom to input your own 'from' email address, e.g. your accounts team email address. |
| To | Task Assigned To, Task Sales Person, Client Account Managers |
| Template | Create a new email template called 'Ask a Question on invoice'. The body could include the following: Client Name] has asked a question on Invoice [Invoice Number] for [Invoice Balance Due]. Information about the invoice can be found here: [Invoice URL Link] |
| Show Sent History in Task Notes | Ticked |
| Track Delivery Status, Opens and Clicks | Not ticked |
| Allow Reply Imports | Ticked |
Information for users with RTF Document Templates
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Online Invoices set to show layouts with an RTF Document Template will display a generic design and message to download the invoice. See the example image. Online Invoices display layouts as they appear in the Layout Preview, which will be different from the PDF generated. The Layout Preview does not display content created in a linked RTF file. If you would prefer to display the layout preview over the generic design:
The Online Invoice view will now display the layout as it appears in the Layout Preview. |
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Once you have completed setup, you can start using Online Invoices!