Document Notifications

Creating Document Notifications

Billingo allows you to fully personalize your invoice notification emails. This ensures they align with your brand style and that your partners receive unique messages tailored to your business.

You can access this function under Settings / Billing / Custom Document Notification . You can create a new notification by selecting the New Notification option.

The editor form for invoice notifications will then appear. 

Currently, notifications can be created in English, and German. To assist you with editing, pre-filled templates are provided for all languages.

Editable Fields for Notifications:

• Notification Name: The internal name of the notification.

• Document Type: Choose which document types (invoice, proforma, e-receipt, quote, delivery note, purchase order, certificate of completion, case) should trigger this notification.

• Set as Default: Use this checkbox to make this notification the default for all your documents.

• Notification Subject: This will appear as the email subject for the user. It can be edited separately for all three languages.

  • You can include the document number in the subject by clicking the "+" button at the end of the input field.

• Notification Text: This is the message your partner will see in the email body. It is also editable for all three languages.

Variables for the Email Body

In the text body, you can use various variables. A notification can contain dynamic parameters that change per document.

Important: When copying variables, include the double curly braces {{ }}. Variables can only be used in the text body, not in the subject field.

Document-Related Variables:

• Invoice Date: {{ invoice_date }}

• Fulfillment Date: {{ invoice_fulfillment_date }}

• Due Date: {{ invoice_due_date }}

• Document Number: {{ invoice_number }}

• Gross Total: {{ invoice_total }}

• Amount Paid to Date: {{ invoice_total_paid }}

• Exchange Rate: {{ invoice_dc_conversion_rate }}

• Comment: {{ invoice_comment }}

• Currency: {{ invoice_currency }}

• Payment Method: {{ invoice_payment_method }}

Partner-Related Variables:

• Partner Name: {{ partner_name }}

• Partner Address: {{ partner_address }}

• Partner Email: {{ partner_email }}

• Partner Tax Code: {{ partner_taxcode }}

Organization-Related Variables:

• Organization Name: {{ organization_name }}

• Organization Tax Number: {{ organization_tax_number }}

• Organization IBAN: {{ organization_iban }}

• Organization SWIFT: {{ organization_swift }}

• Organization Bank Account: {{ organization_bank_account_number }}

• Organization Address: {{ organization_address }}

• Private Entrepreneur Number: {{ organization_ev_number }}

• Webshop Name: {{ organization_webshop_name }}

• Organization Email: {{ organization_email }}

Document Block Variables:

• Sender Name (set in block): {{ sender_name }}

• Sender Email (set in block): {{ sender_email }}

Formatting

Notifications can be formatted using Markdown. Basic syntax:

• Bold: text

• Italic: *text*

• ~~Strikethrough:~~ ~~text~~

• Link: [name](http://)

• List: * list item

• Headers: # Header 1, ## Header 2, ### Header 3

Note: For a line break in Markdown, end the line with two SPACES before pressing ENTER.

Editing and Preview

Your created notifications will appear in your list. Use the pencil icon to edit them and the eye icon to preview the email.

In the preview, variables will be replaced with sample data. Note that if the recipient clicks the "Send message" button in the email, the reply will be sent to the contact person's email address.

Multi-language Logic

If the invoice is in English, the notification will be English.

If the invoice is in German, the notification will be German.

For all other foreign languages, an English notification will be sent automatically.