Emails and invoices

Go to SETUP > DOCUMENTATION > EMAILS

These are several email types that fire out along your customers’ booking journey with you. Below is the email sequence.

We’ve provided a basic template for each email, but you might want to change the wording to make it fit with the style of you and your business. Both the email and the document sections are changed or added using a WUSIWYG (What You See Is What You Get) editor.

If you make alterations to your emails, REMEMBER to click SAVE at the bottom of the page!

Please note: we will are de-emphasising the attached ‘invoice’ functionality to improve general email deliverability. Where possible, add all your payment information inside the email template. If you do not see the invoice option in the settings area and you would like to use this, please email support@anytimebooking.co.uk 

You can also add ‘custom tokens’ if you want more fields to be included in your emails by clicking on where you want the additional field to go in your email, then on the ‘Tokens’ button, then from the new page which appears, click on the token you want to insert.

 

The email sequence

 

Automatically sent when the customer is new to you

 

NEW CUSTOMER email

This email fires off immediately, only once, after your customer makes a booking online or you make a telephone booking for very first time. This generally contains a welcome and thank you for booking and their username and password for future reference.

Attached Additional Document (Optional)

You have the option of attaching an additional document if you wish, such as an company information.

Booking and payment related email template, automatically sent to the customer

PROVISIONAL email (Optional) 

This email fires off immediately after your customer makes a booking online or you make a telephone booking but has not made any payment. This generally contains information about their booking and a provisional invoice is attached giving them instruction on how to pay.  This email type is generally used for those who may not always want their customer to pay straight away.

You can have this email switched off and your customer will only receive the Deposit, Further Payment and Full Payment booking confirmations after a payment has been recorded by you or they have successfully paid online.

If you have the ‘attach invoice’ ticked on this email, it will attach the PROVISIONAL payment invoice as a PDF.

Attached Additional Document (Optional)

You have the option of attaching an additional document if you wish, such as an eBrochure detailing site facilities.

DEPOSIT or FULL PAYMENT email

As soon as your payment gateway (such as SagePay, WordPay, PayPal etc.) has recognised a payment has been successful it will then fire out a deposit or full payment email.

If you have the ‘attach invoice’ ticked on this email, it will have either add the DEPOSIT or PAID IN FULL payment document attached as a PDF, depending on how close the arrival date is.

Attached Additional Document (Optional)

You have the option of attaching an additional document if you wish, such as a membership pack.

FURTHER PAYMENT email

If you take a further payment or you have ‘balance reminders’ set up, this email will automatically fire off on the day set to remind them to either log in or contact you to make their further or balance payment.

If you have the ‘attach invoice’ ticked on this email it will add the FURTHER payment document attached as a PDF.

Attached Additional Document (Optional)

You have the option of attaching an additional document if you wish, such as a voucher code offer or a payment plan.

BALANCE REMINDER email

If you have ‘balance reminders’ set up, this email will automatically fire off on the day set to remind them to either log in or contact you to make their further or balance payment.

If you have the ‘attach invoice’ ticked on this email it will add the FURTHER payment document attached as a PDF.

PRE ARRIVAL email

You can set up to send this email X number of days before their arrival. You might want to use this to tell your customer you’re looking forward to welcoming them and give them a little list of things they might like to do while they stay.

Attached Additional Document (Optional)

You have the option of attaching an additional document if you wish.

FOLLOW UP email

You can set up to send this email X number of days after their departure. A nice gesture to say thank you and other information you’d like to send them.

Attached Additional Document (Optional)

You have the option to attach an additional document if you wish.

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Additional Email Types – Created and Pushed by you

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BALANCE OVERDUE email

This is an email you can ‘push’ from the dashboard.  This is a gentle reminder email to say that the balance is now overdue.

If you have the ‘attach invoice’ ticked on this email it will add the FURTHER payment document attached as a PDF. 

BOOKING AMENDED email

Between all these email types being send to the customer, you may want to make an amendment to their booking.  When you make changes it will ask you if you’d like to send your customer an updated invoice/receipt.  In this case the Booking Amended email will fire off with the appropriate document PDF attachment, depending on what stage they are at.

BOOKING CANCELLED email

If you cancel a booking, the system will ask if you’d like to notify the customer.

If you have the ‘attach invoice’ ticked on this email it will add the CANCELLED payment document attached as a PDF – you might use this to create a credit note.

Attached Additional Document (Optional)

You have the option of attaching an additional document if you wish, such as a feedback form.

AGENT / OWNER / TIME-SHARE email

These are additional emails if you have ‘Agent’, ‘Owner Notification’ or ‘Time-Share’ set up on the system.  Contact us to find out more about this.

Related Knowledge Base articles:

The Dashboard http://kb.anytimebooking.co.uk/dashboard/

Email log and resending an email http://kb.anytimebooking.co.uk/email-logs/

How to edit your email templates http://kb.anytimebooking.co.uk/edit-email-templates-2/

How to use email tokens http://kb.anytimebooking.co.uk/use-email-tokens/

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