Applies to Aiwyn Payments and Aiwyn Practice.
Aiwyn replaces the original email body with a standard 1-click invoice email. Your firm’s branding and invoice details appear in that template, while the structure, wording and primary payment action stay consistent.
Use this reference to identify what the client sees and where each value comes from. Invoice emails sent from Aiwyn Practice use the same template and field rules.
Email elements
| Element | What the client sees | Where the value comes from | Configurable? |
|---|---|---|---|
| From address | The sender shown in the client’s inbox. | Your firm’s implementation configuration: either the sender from the original invoice email or one fixed firm address. | Yes |
| Subject line | A standard subject identifying the invoice and client, specifically Invoice [number] for [client name]. | The invoice number and client name in the data Aiwyn receives from your practice management system. | No |
| Firm logo | Your firm’s horizontal banner logo near the top of the email. | The branding configured for your firm during implementation. | Yes |
| Client name | The client or account the invoice belongs to. | Your practice management system. | No |
| Invoice number | The number that identifies the invoice. | Your practice management system. Aiwyn matches the attached PDF by reading this number from its file name. | No |
| Amount due | The current amount the client can pay. | The invoice data received from your practice management system, not the amount printed inside the PDF. | No |
| Due date | The due date or Due Upon Receipt. | The invoice data and the due-date treatment configured for your firm. | Yes |
| Pay invoice button | The primary action, labeled Pay Invoice [Invoice Amount]. Selecting it opens the client portal in the browser with the invoice displayed and ready to pay. | The standard Aiwyn template. | No |
| AutoPay prompt | An invitation or notice related to automatic payments. | Shown when AutoPay is enabled for your firm. | Yes |
| Sample invoice graphic | A visual example or illustration in the email. | The graphic selected for your firm during implementation. | No |
| Firm footer | Your firm’s name and address or locations. | The firm-level footer values configured during implementation. | Yes |
| Invoice PDF | The invoice document attached to the email and available from the portals. | The exact PDF attached to the invoice email sent from your practice management system. Aiwyn saves it without reading or changing its contents. | No |
| Other attachments | Files included with the invoice email. | Other files attached to the original email. They are delivered with the email but are not saved as the invoice PDF in the portals. | — |
What is standard
Aiwyn controls the email’s structure, core wording, fonts, sizing, button treatment and placement of information. The original body copy from your practice management system is not forwarded to the client.
You cannot add a one-off note, change the body copy for a particular client or invoice, or create a separate layout for one team from the Firm Portal. If a client needs additional context, include approved information in the invoice PDF before sending or communicate it separately.
What your firm can configure
Firm-level settings can control the sender address, logo, due-date treatment, AutoPay prompt, sample invoice graphic and footer information. These values are not edited while sending an invoice. If one is incorrect, contact Aiwyn Support or your Aiwyn representative to review the configuration.
Bulk invoice emails
When one email covers several invoices, the client receives a single Aiwyn invoice email with the invoice details and PDFs for the matched invoices, plus one primary button. Selecting the button opens the client portal in the browser with the invoices displayed and ready to pay.