Aiwyn uses one standard invoice-email template for every firm and every client. Your firm’s name and logo and invoice details appear inside that template, but the wording, structure, colors, and primary action are standard.
Why can’t you rewrite the message for a particular client or give different teams their own email layout?
The layout is standard, while the firm details change
When Aiwyn receives an invoice email from your practice management system, it matches the attached PDF to a posted invoice and creates the Aiwyn 1-click invoice email. Aiwyn does not forward the original message as written. It places the invoice information and your firm’s configured branding into a standard template.
The standard parts include the email’s structure, core wording, fonts, sizing, button treatment and placement of information. The subject line follows the same pattern for every invoice, using the invoice number and client name. The primary button takes the client to the invoice in the client portal so they can review and pay it.
Your firm’s information still identifies the message. Depending on the configuration set during implementation, the email shows:
- Your firm’s name and horizontal banner logo.
- A firm-wide sender address or the sender address from the original invoice email.
- The client name, invoice number, amount and either the due date or Due Upon Receipt.
- Your firm’s address or locations in the footer.
- An AutoPay prompt when AutoPay is enabled.
- A sample invoice graphic selected for your firm.
This means invoice emails from two firms share the same framework, but they do not lose the firm’s identity. For a field-by-field description, see Anatomy of the 1-click invoice email.
A standard message gives clients one predictable payment path
The fixed template keeps the payment action in the same place and presents invoice details in the same order each time. A client who receives several invoices from your firm does not have to interpret a new layout or search a custom message for the payment link.
The same pattern also separates the delivery message from the invoice itself:
- The Aiwyn email explains what the client received and provides the payment action.
- The attached invoice PDF remains your firm’s document, in the format produced by your practice management system.
- The client portal provides the secure place to review the invoice and make a payment.
Your firm therefore controls the invoice document and the approved firm-level details, while Aiwyn controls the delivery experience around them. See Why the PDF you send is the PDF your clients see for how the attached file reaches the portals.
The message cannot be changed for one invoice or client
You cannot add a personal note, replace the standard body copy or create a different email layout for a particular invoice or client. The original email’s body is not carried into the Aiwyn invoice email.
For example, text such as “As discussed, here is your final bill” in the email sent from your practice management system does not become part of the client-facing Aiwyn email. If a client needs additional context, send that explanation separately or include approved information in the invoice PDF before sending it to Aiwyn.
The same limitation applies across teams and offices. A firm cannot create and manage alternate invoice-email templates.
Firm-wide changes require a configuration update
Some firm-level details can be changed, but they are not edited while sending an invoice. If the logo, sender address, footer information or another configurable element is wrong, contact Aiwyn Support to request a change.
Changing the email template is different from changing the invoice PDF. Your practice management system controls the PDF’s content and appearance. Update the invoice there, generate the corrected PDF and then send it through the supported invoice-email process. See Changes to the Invoice Template in your Practice Management System.
Related
- How Aiwyn invoice emails work
- Anatomy of the 1-click invoice email
- Invoice Email routing options
- Why the PDF you send is the PDF your clients see
- Changes to the Invoice Template in your Practice Management System