Invoice Emails and Reminders
Ad Orbit gives you multiple ways to ensure customers receive their invoices and are notified before a payment becomes due. This article covers how to send invoice emails — automatically and manually — and how to configure upcoming payment reminder notifications for both standard and subscription invoices. For notifications related to past due balances, electronic payment receipts, and credit card expirations, see the help center article Payment Notifications and Reminders.
Before sending invoice emails or enabling automated reminders, confirm the following are in place:
AR Email configured — Navigate to Settings > System Configurations - Finance - Emails and enter your Accounts Receivable email address in the AR Email field. This address appears in invoice email templates when you include the ##AR_EMAIL## tag.
Invoice Emails Sender configured — In the same Finance – Emails section of the system configurations, set the Invoice Emails Sender configuration. Options include:
AR Email (default) — All invoice emails send from the AR Email address.
User — Invoice emails appear to come from the logged-in user generating the email.
Order Rep — Invoice emails appear to come from the rep on the associated order. If the invoice is not associated with an order, the system falls back to the AR Email.
CC AR On Invoice Emails — If you want AR copied on all invoice emails sent to customers, set this system configuration to Yes. This can also be found in the Finance - Emails section of the system configurations.
SMTP / e-transactional email account — To ensure automated emails appear to come from within your organization, you must have an SMTP or e-transactional email account configured. Contact your Aysling representative for details.
Email templates reviewed — Each invoice and reminder type requires a configured system email template. See Email Templates section below.
Contact email subscriptions — Contacts must be subscribed to receive the appropriate email types. A contact set to receive Invoices emails will receive automated invoice emails and be auto-selected on the send invoice PDF page. A contact set to receive Payments emails will receive Payment Due Soon automated emails.
All invoice emails use system email templates. Navigate to Settings > Templates > System Emails, click the number in the Subtemplates column for the relevant template, then edit an existing subtemplate or create a new one. Custom tags are available on most templates to personalize content dynamically.
General Invoice - Used when sending invoices automatically or manually from Billing > Invoices.
Payment Due - Sent to customers (automatically or manually) to remind them of an upcoming payment before the due date.
Subscription Invoice - Used when emailing subscription invoice PDFs to subscribers. No custom tags are available for this template.
Subscription Invoice Reminder Due - Notifies subscribers that a subscription invoice is coming due, giving them time to provide payment.
Automatically Sending Invoices
Enable the Automatically Send Invoice Emails system configuration under Settings > System Configurations - Finance - Emails to have the system automatically email invoices to contacts who are subscribed to electronic invoice emails. The system uses the General Invoice template and sends the email when:
The invoice date is within 7 days of today, and
The invoice has never previously been sent.
Note
You can disable auto-send on individual invoice templates if you want to send automatically to some customer groups but not others.
Manually Sending Invoices
To send invoices manually, navigate to Billing > Invoices, use the search fields to locate the invoices you want to send, then:
Click the ellipsis (…) on an individual invoice and select Email PDF Invoice to send a single invoice, or
Use the checkboxes to select multiple invoices and choose the Email Selected bulk action.
Sending Subscription Invoices
To email subscription invoices to subscribers:
Navigate to Subscriptions > Invoices and use the search fields to find the desired invoices.
Either click the ellipsis (…) on an individual invoice and select Email PDF Invoice, or use the checkboxes to select multiple invoices and choose the Email Selected bulk action.
Subscribers will receive an email with their invoice attached as a PDF.
Standard Invoices
The Payment Due email notifies customers of an upcoming invoice before it reaches its due date.
Setup Steps
Navigate to Settings > System Configurations - Finance - Emails.
Set the Send Invoice Payment Reminder Email configuration to Yes.
In the Invoice Due Reminder Days configuration, enter the number of days before the invoice due date to send the reminder. Enter multiple values separated by commas to send reminders at multiple intervals — for example, 30,14,7 triggers three separate reminder emails.
Confirm the Payment Due email template is configured under Settings > Templates > System Emails.
Once enabled, the system automatically sends the Payment Due email to the billing contact at each interval specified.
Subscription Invoice: Upcoming Payment Due Reminder
This reminder notifies subscribers that a subscription invoice is approaching its due date, giving them time to submit payment.
Setup Steps
Navigate to Settings > System Configurations > Finance – Emails.
Set the Send Subscription Invoice Due Reminder configuration to Yes.
In the Subscription Invoice Due Reminder Days configuration, enter the number of days before the subscription invoice due date to send the reminder. Enter multiple values separated by commas to send reminders at multiple intervals.
Confirm the Subscription Invoice Due Reminder email template is configured under Settings > Templates > System Emails.
Once your configurations and template are in place, these emails send automatically whenever a subscription invoice meets the criteria.
Upcoming payment reminders can also be sent manually without waiting for the automated schedule.
Navigate to Billing > Invoices and use the search fields to locate the relevant invoices.
Use the checkboxes to select one or more invoices.
Use the bulk actions menu to send the Payment Due reminder email.
Manual reminders send from the AR Email address.
All invoice emails — automated and manual — are logged on the Sent Emails page.
To find a specific email, use the search fields to filter by to/from address, subject, date range, or error status. To view only your own sent emails, navigate to Home > My Emails.
Automated invoice and payment reminder emails can be disabled for individual companies — a common configuration for agencies that manage invoicing through separate processes.
Edit the company, and go to the Billing Info edit step. Here, you can toggle on or off the Invoice & Payment Reminders setting.
If disabled, this will prevent the company from receiving any automated invoice or payment reminder emails.
New 5/15/2026