Aiwyn uses a mail rule to turn an invoice email from your practice management system into a one-click invoice email. The mail rule preserves the recipients you selected, connects the invoice PDF to the correct invoice in the Client Portal, and gives the client a direct path to pay.
This article applies to Aiwyn Payments firms that use a mail rule. Firms using CCH Axcess send invoices directly to their Aiwyn inbound email address instead.
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How the mail rule works
- Send the invoice email from your practice management system.
- The mail rule identifies the email by its subject line. The required subject line is configured in your practice management system during implementation.
- Aiwyn intercepts the email and packages it as a one-click Aiwyn invoice email.
- Aiwyn sends the one-click email to the original recipients.
- Aiwyn associates the attached invoice PDF with the invoice data in the Client Portal.
Requirements for the invoice email
Before sending an invoice, confirm that:
- The invoice has been posted in your practice management system. You can post before sending or immediately after sending, as long as both actions occur within the same processing period.
- The invoice has a balance due greater than $0.
- The email subject matches the subject configured for your firm's mail rule.
- The email contains only one invoice PDF attachment.
- The PDF contains only one invoice.
- The PDF filename includes the actual invoice number.
The invoice number in the PDF file name allows Aiwyn to match the document to the corresponding invoice in Aiwyn.
Who receives the invoice email
Aiwyn preserves the recipients on the original email from your practice management system. This includes:
- Billing contacts populated as recipients of the invoice email from your practice management system
- Any additional recipients you add before sending
Which email address sends the invoice
The one-click invoice email is sent from the firm email address selected during implementation. Depending on your firm's configuration, this can be the original sender's address or a static firm email address.
Your firm can also be configured to receive a copy of the outgoing one-click invoice email.
What the client experiences
The client receives a one-click Aiwyn invoice email with a Make a payment button. The invoice PDF is attached to the email. When the client selects the Make a payment button, the Aiwyn Client Portal opens with the invoice pulled up, where the client can:
- Review the invoice
- Download the invoice PDF
- Make a payment
Duplicate invoice emails
If Aiwyn receives another email containing the same invoice attachment within 20 minutes of the original, Aiwyn suppresses the additional outgoing email. This applies even when the second email has different recipients and whether the email arrives through the mail rule or directly at the firm's inbound address.
A suppressed email is not recorded and does not appear in the Email Delivery Hub.
If you need to resend an invoice to a corrected recipient, wait until the 20-minute duplicate-suppression window has passed.
Related
- Invoice Email routing options
- Anatomy of the 1-click invoice email
- Requirements for an invoice to send
- How to create a mail rule to route invoice emails to Aiwyn
- Bounced and undelivered email reports