Sending emails
Configuring automatic emails in Pennylane
Automatic sending of invoices and quotes by email
When you enable automatic email sending in the connector settings, we use the default email templates configured in your Pennylane account.
How it works
- Templates used: We use your default invoice and quote templates already configured in Pennylane.
- Customer language: Based on the customer's billing language, we automatically select either the default French template or the default English template.
Recipients
Invoices are sent to the email addresses on the Pennylane customer: by default, the buyer's.
Do your business customers give you a dedicated address for invoices, such as their accounting department's? Store it in a metafield or metadata of your store, then enter its key in the connector's Customers tab: Metadata lookup card, Billing email via metadata field (Growth plan and above). Separate several addresses with commas.
- For a new customer, these addresses come before the buyer's email: all of them receive the invoices.
- For an existing customer, an address missing from their Pennylane record is added, without removing the addresses already there. With a customer sync mode that updates (“Create and update” or “Update only”), the record's addresses are replaced the same way when they differ.
- This mode applies to the customer sync as well as to order conversions: it also brings over your store's name, phone, notes, reference, VAT number and SIREN when they differ, never clearing a value. Postal addresses follow the Customer address management setting. In “Create only”, only a missing VAT number and SIREN are filled in.
This setting is available for Shopify, WooCommerce, PrestaShop, Wix and Stripe stores.
Configuring templates
To customize the content of the emails sent:
- Log in to your Pennylane account
- Go to Settings > Customer invoicing > Emails
- Edit the default templates to suit your needs
Good to know: You can customize the email subject and body, as well as add dynamic variables such as the customer name, invoice number, etc.
Document types concerned
Automatic email sending can be configured for:
- Invoices: Sent automatically after validation
- Quotes: Sent automatically after creation (if configured)
Important: Email sending is only possible for validated/finalized documents. Drafts cannot be sent by email.
Credits
Each invoice sent by email uses 1 credit. Only successful sends are counted. See Understanding credits for everything that uses credits.
E-invoicing: an invoice eligible for e-invoicing can no longer be sent to the approved platform (PA) once it has been emailed. Enable sending to the PA: it happens before the email.