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Recurring payment plan emails

Maggie Shipley
Updated

Aiwyn sends automatic emails when a Recurring Payment plan is set up, updated, or deleted. One email goes to the firm and one goes to the client, whether the client made the change in the portal or firm staff made it on the client's behalf. Together they give both sides a record of changes to the plan.

These emails cover changes to the whole plan only. Deleting a plan sends the same emails as updating it. When a plan reaches its scheduled end naturally, no email is sent. Skipping or canceling a single scheduled payment within a plan also sends no email to the firm or the client.

When the emails are sent

Event Who can trigger it Firm receives Client receives
A recurring payment plan is set up The client, or firm staff on the client's behalf A new recurring payment has been set up A new recurring payment has been set up
An existing recurring payment plan is updated The client, or firm staff on the client's behalf A recurring payment has been updated Your recurring payment settings have been updated
A recurring payment plan is deleted The client, or firm staff on the client's behalf A recurring payment has been updated Your recurring payment settings have been updated
A recurring payment plan reaches its scheduled end — No email No email
A single scheduled payment is skipped — No email No email
A single scheduled payment is canceled — No email No email

Recipients

Email Recipient
Firm emails (set up and updated) The firm’s Payment Notification Email Recipient(s)
Client email — plan set up The client billing contact(s), or the Client Portal User(s) linked to the client the plan was made for
Client email — plan updated The client billing contact(s), or the Client Portal User(s) linked to the client the plan was made for

A person who matches more than one recipient rule receives only one copy of each email.

Sender and notification settings

The emails are sent from no-reply@aiwyn.ai. Firms cannot turn them off or redirect them to a different address.

What each email contains

All four emails show a Recurring Payment Information summary and end with a View Recurring Payments button. The two client emails are branded with the firm's logo.

Element Firm — set up Client — set up Firm — updated Client — updated
Subject line A new recurring payment has been set up A new recurring payment has been set up: {Name of recurring payment} Recurring payment updated Recurring payment updated: {Name of recurring payment}
Firm logo No Yes No Yes
Heading A new recurring payment has been set up. A new recurring payment has been set up. A recurring payment has been updated. Your recurring payment settings have been updated.
Name Plan name Plan name Plan name Plan name
Account Client name and account number Client name and account number Client name and account number Client name only
Amount Yes Yes Yes Yes
Payment method Card or account type and last four digits Card or account type and last four digits Card or account type and last four digits Card or account type and last four digits
Frequency Yes Yes Yes Not included
Time frame Plan start and end dates Plan start and end dates Plan start and end dates Plan start and end dates
Created / Updated date Created date Created date Updated date Updated date
Created / Updated by Name of the person who set up the plan Name of the person who set up the plan, followed by the firm name Name of the person who made the change Name of the person who made the change, followed by the firm name
Next payment date Yes Yes Yes Not included

For changes other than deletion, the update emails show the plan as it stands after the change. They do not show previous values or say which fields changed. Deleting a plan sends the update emails to the firm and client.

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