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Automated Message Settings

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Introduction

The Automated Messages Settings page in Blinksale allows you to customize the content and timing of emails sent to your clients throughout the billing process. By personalizing these messages, you can maintain consistent communication, reflect your brand’s voice, and provide clear information to your clients about estimates, invoices, payment reminders, and payment confirmations.

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Understanding Automated Messages

Automated messages in Blinksale are email templates that:
  • Automatically send when specific events occur (e.g., when sending an invoice)
  • Can be personalized with client and document information using variables
  • Include subject lines and message content that you can customize
  • Can be enabled or disabled based on your preferences

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Types of Automated Messages

Blinksale offers four categories of automated messages:

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Estimate Messages

These emails are sent when you share an estimate with a client. They typically include:
  • A professional introduction
  • The estimate details
  • Instructions for reviewing and approving
  • Your contact information for questions
Estimate message template settings

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Invoice Messages

These emails accompany new invoices sent to clients, usually containing:
  • A payment request
  • The invoice details
  • Payment instructions
  • Due date information
  • Your contact details
Invoice message template settings

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Payment Reminder Messages

These emails automatically remind clients about overdue invoices. They include:
  • A gentle reminder of the outstanding payment
  • Details of the overdue invoice
  • Information about any applicable late fees
  • Payment instructions
  • Your contact information for payment arrangements
Payment reminder message template settings

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Thank You Messages

These emails confirm receipt of payment, typically containing:
  • A note of appreciation for the payment
  • Details of the paid invoice
  • Any follow-up information
  • An invitation for future business
Thank you message template settings

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Customizing Message Templates

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Accessing the Message Templates

To customize your automated messages:
  1. Navigate to Settings → Automated Messages
  2. Select the tab for the message type you want to customize (Estimates, Invoices, Reminders, or Thank You)
  3. Enable or disable the message type using the toggle switch
  4. Customize the subject line and message content
  5. Click Save Changes when finished

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Using Template Variables

Template variables allow you to dynamically insert client-specific or document-specific information into your messages. Variables are enclosed in double curly braces, like {{variable_name}}. To insert a variable:
  1. Place your cursor where you want the variable to appear
  2. Click the Variables button below the text field
  3. Select the variable from the dialog that appears
  4. The variable will be inserted at your cursor position

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Common Template Variables

VariableDescriptionExample
{{client_name}}Client’s nameAcme Corporation
{{vendor_name}}Your company nameYour Business LLC
{{vendor_email}}Your contact email[email protected]
{{estimate_id}}Estimate numberEST-001
{{invoice_id}}Invoice numberINV-001
{{due_date}}Invoice due dateApril 15, 2025
{{days_past_due}}Days the invoice is overdue7
{{amount_due}}Amount due on invoice$500.00

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Conditional Content

For reminder messages, you can use conditional blocks to show content only when certain conditions are met, such as when late fees apply: 
{% if late_fee %}
  A late fee of {% if late_fee_is_fixed %}{{late_fee_value}}{% else %}{{late_fee_value}}%{% endif %} will be applied.
{% endif %}
This text will only appear when late fees are enabled for the invoice.

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Configuring Payment Reminders

Payment reminders help you collect payments without manual follow-up. Blinksale allows you to set up to three reminders at different intervals after the due date.

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Setting Reminder Intervals

For each reminder level:
  1. Enable the reminder using the toggle switch
  2. Set the number of days after the due date when the reminder should be sent
  3. The reminder will automatically use your reminder message template
For effective collections, consider this schedule:
  • First Reminder: 3 days after due date (gentle reminder)
  • Second Reminder: 7-10 days after due date (firm reminder)
  • Third Reminder: 14-30 days after due date (final notice)

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Best Practices for Automated Messages

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Writing Effective Messages

  1. Be clear and concise: Keep your messages direct and to the point
  2. Maintain professionalism: Use a cordial tone even in reminder messages
  3. Include all necessary information: Make sure clients have everything they need to take action
  4. Provide contact details: Always include a way for clients to reach you with questions
  5. Brand consistency: Ensure your messaging reflects your brand’s voice and values

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Subject Lines

Effective subject lines:
  • Are concise (under 50 characters if possible)
  • Include document identifiers (invoice or estimate numbers)
  • State the purpose clearly (e.g., “Payment Due” or “Thank You for Your Payment”)
  • Avoid spam trigger words like “urgent” or excessive punctuation

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Template Management

  • Review regularly: Periodically review and update your templates
  • Test your templates: Send test messages to yourself to see how they look
  • Use consistent formatting: Maintain similar structure across all message types
  • Keep copies of past versions: Before making major changes, save your current templates

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Troubleshooting

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Common Issues

  1. Variables not displaying properly
    • Ensure variable names are spelled correctly with proper capitalization
    • Check that you’ve enclosed variables in double curly braces: {{variable_name}}
    • Some variables are only available for specific message types (e.g., {{invoice_id}} won’t work in estimate messages)
  2. Conditional content not working
    • Verify the syntax: {% if condition %} and {% endif %} must be properly formatted
    • Ensure the condition name is correct (e.g., late_fee, not latefee)
    • Check that there are no extra spaces in the conditional markers
  3. Messages not sending
    • Confirm the message type is enabled (toggle switch is on)
    • Check that the client has a valid email address
    • Verify your domain settings if you’re using a custom email domain

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Getting Help

If you encounter issues with automated messages:
  1. Check for proper variable syntax and conditional formatting
  2. Review your email delivery settings in Domain Settings
  3. Contact Blinksale support if problems persist
By effectively customizing your automated messages in Blinksale, you’ll maintain professional communications with clients, enhance your brand presence, and improve the overall customer experience throughout the billing process.