Summary
Aiwyn's 1-click invoice email refers to the invoice email your clients ultimately receive.
You will still create, post, and send invoices from your practice management system.
When an invoice is emailed from your practice management system, based on your email routing options, the email is intercepted by Aiwyn, wrapped in our 1-click email wrapper, and then pushed through to your email's original intended recipient(s).
The end result is that clients receive a consistent, easy to read email with a large "Pay invoice" button that when clicked, routes the user directly to the client portal where they can immediately make a payment on the invoice(s) associated with the client account.
Included in this article:
Invoice PDF and other attachments
All unpaid invoices associated with a client are shown in their client portal, even if those are from before you have implemented Aiwyn. This allows clients to pay on their old, outstanding AR.
However, if the invoice PDF was not included as part of their Aiwyn 1-click invoice email, then the invoice PDF is not available for download in the client portal. The invoice email you send as part of the email routing options below must include the invoice PDF in order to present the PDF in the client portal.
Any additional attachments you include with the initial invoice email are included with the 1-click invoice email, however only the invoice PDF that was attached will be available for download in the client portal.
Note: The PDF you send is what is displayed to clients. Aiwyn is not scanning the contents of the invoice PDF. If you update the details of the invoice itself, you can resend the invoice email, and we will update the client portal with the newest PDF that was sent for that invoice.
Email routing options
There are two methods by which invoices from your firm's practice management system can be sent to your clients when you use a mail rule.
- From your PM system to your intended recipients through an email mail rule - set up with your IT team during Implementation
- From outside your PM system to your intended recipients and meeting your mail rule
Note: Firms using CCH Axcess do not use a mail rule. Instead you send invoices from CCH Axcess directly to your Aiwyn inbound email address.
Requirements for an invoice to send
- Invoice must be sent by either of the two methods outlined above, or directly to your Aiwyn inbound email address
- Invoice must exist in your practice management system connected to Aiwyn
- Invoice must be posted in your practice management system
- Invoice must be at least partially unpaid (not $0 amount due)
Bounced emails
Daily, your firm's chosen payment notification email recipient(s) will receive via email an email bounce report (if any are recorded), in order to provide your billers an indication that an invoice or smart statement email was not sent as expected and to take corrective action based on the error documented in the file. Please refer to the Bounced email report article for further details.
Configuration options
"From" email address
The "From" email address a client see's when viewing their invoice email can be based on one of two options:
- Maintain the sender email address based on who sent it from the practice management system
- Choose one static email address as sender (e.g. all invoices are "from" billing@examplefirm.com)
All invoices sent will respect your chosen "From" email address setting.
During implementation, Aiwyn will request you choose one of these options. If you would like to change these in the future, contact support@aiwyn.ai
CCs and BCCs
Invoice emails can include static or dynamic CCs and/or BCCs, which are options configured during implementation.
- Maintain CC recipient(s) added to the invoice email from the practice management system
- Choose one or more static email CC/BCC recipients to be added to all outgoing invoice emails (recommended)
During implementation, Aiwyn will request you choose one or both of these options. If you would like to change these in the future, contact support@aiwyn.ai
Bulk invoice emails
You have the ability to send the same billing contact one 1-click invoice email that includes multiple invoices, even invoices from multiple different client accounts where the billing contact is the same person.
Some practice management systems allow for sending multiple Invoices at one time within the system.
For those firms where this is not available, you can still send multiple invoices in a single email to your client by composing an email in your email system (e.g. Outlook) and attaching the invoice PDFs and sending to the client contact(s).
Click here for more information about sending multiple invoices into a single 1-click invoice email.
Standard items
The following items of the Aiwyn 1-click invoice email are standard and are not configurable or customizable:
1. Invoice email subject line - "Invoice [invoice number] for [client name]"
2. Client name shown in bold text above invoice number - This pulls from the client name in your system
3. Message contents - No additional wording can be added or will be maintained from the original email
4. Layout, font type or size or button colors - All colors, sizing, layout, and font styles are not configurable
Configurable items
The following items of the Aiwyn 1-click invoice email are configurable at a universal level for the firm:
1. "From" email address - Static or dynamic
2. Horizontal banner logo
3. Display invoice due date or due upon receipt
4. Small invoice graphic of sample invoice
5. AutoPay prompt box - If AutoPay is disabled for your firm, this blue box will not be on invoice emails
6. Footer line 1 - Your address, or could be list of cities for your locations.
7. Footer line 2 - "firm name" seen at the start of line 2.
Additional reading
The following article contains commonly asked questions, tips and methods for sending invoice emails, as well as a method to load historical invoice PDFs into the portal for older unpaid invoices that pre-date Aiwyn implementation:
Up Next: Client portal