Wondering who gets which automated emails in Paycove, by default? Here’s a breakdown of the different email types and their default recipients.
Paycove sends various types of emails during the quote and invoice lifecycle. Depending on the type of message, recipients may include customers, deal owners, or the Paycove Admin. This guide outlines who receives what, and how you can adjust those settings where possible. Note that not all settings are editable, and recipients can't always be changed. (This article will specify which email types are changeable.)
Customer-Facing Emails
These include the emails that are sent out using the templates from the Email Settings page:
- Invoice Email
- Invoice Reminder Email
- Customer Receipt Email
- Quote Email
- Quote Reminder Email
- Scheduled Payment Email
- Scheduled Payment Reminder Email
Who gets them?
By default, the contact on the deal will receive them. You can edit the To, CC, and BCC recipients for these at the bottom of the Email Settings page.
Note: You can also temporarily change the recipient in the "Review & Send" modal, but after sending, the recipient will revert back to the deal contact.
Full Payment
These include a receipt and notification email, which are sent out when an invoice is fully paid.
Who gets them?
- Receipt Email (Subject: "Payment received!") - Once again, this one defaults to the contact on the deal, but you can edit the To, CC, and BCC recipients who receive these at the bottom of the Email Settings page.
- Notification Email (Subject: “Invoice [ID] was paid”) - This internal notification is sent to the Admin on your Paycove account.
Scheduled Payment
These are triggered when only part of an invoice is paid.
Who gets them?
- Notification Email (Subject: “Partial payment received for invoice [ID]”) - This email is automatically sent to the Deal Owner.
Payment Failed
If a scheduled or manual payment fails, a failure message is sent out.
Who gets them?
- Notification Email - Depending on the type of error, the email will either go to the Admin or the Deal Owner. For example, bank transfer failures are typically sent to Admins, while certain charge failures may go to the Deal Owner.
In addition, any CC or BCC recipients configured in your Email Settings will also receive these notifications.
Quote Status Emails
When a customer accepts or rejects a quote, Paycove sends out a notification.
Who gets them?
- Notification Email - These emails are sent to the Admin.
Bulk PDF Downloads
When you export multiple quotes or invoices as a single PDF bundle, Paycove emails the download link to the Admin.
Quick Tip
Most modern email clients have filter options based on words found in the email, subject line, or "from" address. This can be useful if you want to reduce email volume and automatically archive messages that you feel that you don't need.
Take a look at this official Gmail article to learn how to use email filtering with Gmail.
And here's an official guide from Microsoft Outlook to learn how to manage Outlook emails with what they call "rules."