Who This Is For / When to Use
Use this guide if you want to:
Customize invoice payment notifications for branding or messaging clarity
Send different messages for successful and failed payments
Control what customers and account users receive via email or SMS
Ensure invoice notifications are enabled and correctly applied
What Are Invoice Notification Templates
Invoice notification templates control the email and SMS messages sent when invoice-related events occur.
These notifications are sent to:
Customers (e.g., payment successful, payment failed)
Account users (team notifications about invoice activity)
Templates can be customized independently for each audience.
How to Access Invoice Notification Settings
Open the main navigation menu.
Click Payments.
Select Invoices & Estimates.
Click the Settings icon next to + New.
This opens the Invoice Settings panel where notification templates are managed.
How to Switch Between Customer and Team Notifications
In Invoice Settings, locate the Notifications section.
Use the dropdown menu to select:
Customer Notifications, or
Team Notifications
Each option has its own email and SMS templates.
How to Edit Customer Invoice Notification Templates
Select Customer Notifications
Choose Customer Notifications from the Notifications dropdown.
Edit Email or SMS Templates
Select Email Template or SMS Template.
Click Preview to open the template editor.
Customize:
Text content
Branding (logos, images, colors)
Messaging tone
Save and Apply the Template
Click Save as New Template.
Select the saved template from the dropdown to activate it.
Templates are not used unless they are selected.
How to Customize Payment Success and Failure Notifications
You can create different templates for each payment outcome.
Common examples include:
Invoice Payment Successful
Invoice Payment Failed
For failed payment templates, include:
A reminder to update payment details
Clear next steps for the customer
Each notification type must have its own selected template to send.
How to Edit Team Invoice Notification Templates
Select Team Notifications
Choose Team Notifications from the Notifications dropdown.
Note: Only email templates can be customized for Team Notifications.
These emails are sent to the account user who sends the invoice.
Edit Team Notification Emails
Click Preview on the email template.
Customize the message to include:
Payment status
Internal context
Follow-up instructions
Save the template and select it from the dropdown.
Using Invoice Custom Values in Templates
Invoice notifications support custom values to dynamically insert invoice data.
You can include details such as:
Customer name
Invoice total
Due date
Invoice URL
Payment status
These values are managed as Snippets in the Marketing tab and can be used in both email and SMS templates.
Creating and Sending an Invoice With Custom Notifications
Create a New Invoice
Go to Payments → Invoices & Estimates.
Click + New.
Enter the customer name and invoice items.
Save the invoice.
Send Invoice Notifications
Choose Email Only or BCC when sending.
Click Edit to customize the email template if needed.
Use Preview to check desktop and mobile views.
For SMS notifications:
Click Send or Resend
Select Text
Common Issues and Fixes
Notifications Are Not Sending
Confirm the notification template is selected
Ensure the notification toggle is enabled in settings
Default Template Is Sending Instead of Custom One
A custom template must be saved and selected
If no template is selected, the system uses the default (if enabled)
FAQ
How can I access invoice settings to edit notification templates?
Go to Payments → Invoices & Estimates, then click the Settings icon to manage notification templates.
How do I edit email and SMS templates for customer notifications?
Select Customer Notifications, open the email or SMS template using Preview, customize it, save it as a new template, and select it from the dropdown.
Can I create separate templates for payment success and payment failure?
Yes. Each payment scenario (successful or failed) can have its own dedicated template with unique messaging.
How do I customize templates for team notifications?
Select Team Notifications and edit the email template. These emails notify the account user who sends the invoice.
Do notifications need to be toggled on to send?
Yes. Notifications must be enabled and have an active template selected to send automatically.
What happens if no custom template is selected?
If no custom template is selected, Kyrios sends the default notification template, provided it is enabled.
Where can I find invoice custom values to use in templates?
Invoice custom values are available as Snippets in the Marketing tab and can be inserted into email or SMS templates.