Configuring Billing Workflow Notifications

Workflow notifications in Rev.io can be configured to customize the message when emailed pdf invoices are sent out. There is a fallback mechanism in place so that if you do not configure a billing invoice notification in the workflow area, a standard email message will go out when you email your invoices.

You can create a single billing invoice notification, or you can create different notifications for different segments of your customers, tied to the segments via the bill profile.

IMPORTANT: If you choose to create more than one billing invoice notification, you MUST assign each notification to a bill profile in the Conditions step via the Bill Profile ID. Failing to do so will result in your customers receiving multiple versions of the invoice notification.

Billing Triggering Events

When creating a workflow notification, select the Invoice Notification triggering event from the Triggering Event dropdown in the Name & Triggering Event step.

No.	Label	Definition
1	Invoice Notification	Triggered when an invoice on an account configured for emailed invoices is sent.

Recommended Use

Use to customize the email language that is sent out to customers when an invoice is emailed.
Use to create separate emails for different customer segments if necessary (see note above).

Billing Email Tokens Available

When customizing the Subject Line or the Body of the message, tokens are available for you to customize the message going out. Select from the following tokens available.

No.	Label	Definition
1	Bill Profile ID	The ID of the bill profile, found under Admin > System Settings > Billing Config > Bill Profile tab
2	Billing Address City	City of the configured billing address for the account
3	Billing Address Line 1	Line 1 of the configured billing address for the account
4	Billing Address Line 2	Line 2 of the configured billing address for the account
5	Billing Address Name	The name of the configured billing address for the account
6	Billing Address State	State of the configured billing address for the account
7	Billing Address Zip	Zip code of the configured billing address for the account
8	Customer Account Number	If in use, the custom account number manually assigned to the customer account
9	Customer Email	The email address listed on the customer account
10	Customer ID	The system-generated customer ID of the account
11	Customer Name	Customer name
12	Due Date	The date due on the invoice
13	Invoice Date	The date of the invoice
14	Invoice Number	The ID number of the invoice
15	Invoice Total	The total amount of the invoice
16	New Charges Due	The new charges of the invoice only, excluding any previous or past due charges

Accounts without Billing Email Notifications Configured

If you have not configured a workflow notification for billing invoices, when you use the 3 dot icon to email an individual bill to a customer, the Subject line will pre-populate with the Invoice ID, but the Body of the message will be blank. You will need to type in some text before you send the email to your customer. The pdf file of the invoice will be included with the email.

When sending out invoices in bulk via the invoice management tool, the bulk emailed invoices will go out with the standard default generic email template that comes pre-configured in Rev.io.

Using Multiple Billing Email Notifications

If using multiple different billing email notifications for different groups of customers, each one MUST have the Bill Profile ID configured in the Conditions step of the notification. If you do not specify a Bill Profile ID for each one, your customers will receive duplicate emails for each of the different notifications.