Configure Exhibitor Invoice Notification Emails and PDF Invoice Templates
Objective
This SOP explains how to review and configure the exhibitor invoice notification emails and their attached PDF invoices. It ensures both the email content and invoice layout are set up correctly for paid-in-full and balance-due scenarios.
Key Steps
1. Locate the invoice notification email templates 0:17
In the admin area, go to Content.
Open Email Templates.
Search for Invoice Notification Emails.
Identify the two available templates:
Paid in full
Balance due
Review both templates, since each serves a different payment scenario.
2. Review and customize the invoice email content 0:48
Open each invoice notification email template one at a time.
Confirm the following settings are correct:
Template name
From name
Reply-to address
BCC recipients
Subject line
Email body content
Use the preview option to verify the email looks correct.
Send a test email to yourself to confirm formatting and messaging.
3. Configure the PDF invoice attachment settings 1:24
Still under Content, go to Invoice Editor.
Review the Settings section.
If invoices are being sent outside of the platform, toggle off invoice attachment generation as needed.
Decide whether to enable the payment link on the invoice for credit card payments.
Set dynamic payment terms if invoices should calculate due dates based on the purchase date.
Example: a 30-day term on January 1 would display a due date of January 30.
4. Customize the invoice template design 2:17
Switch to the Template tab in the Invoice Editor.
Review and configure each invoice type separately:
Paid in full
Balance due
Update the following design elements as needed:
Title
Header
Main header color
Font color
Top content area
Bottom content area
Make sure the invoice branding matches your organization’s style.
5. Preview the invoice output in the order view 2:32
Go to Shop.
Open Orders.
Select Display Invoice for a sample order.
Verify the invoice preview shows correctly:
Background color
Logo placement
Custom content in the main section
Any content added to the bottom section
Confirm the invoice layout is readable and professional before publishing.
6. Confirm the email and invoice relationship is correct 3:05
Verify that the email templates are configured for the notification message.
Confirm that the PDF invoice is attached through the Invoice Editor settings.
Ensure both the email and invoice versions are aligned for each payment status.
Finalize changes only after both the email content and invoice PDF display correctly.
Cautionary Notes
Review both invoice email templates separately; do not assume one template applies to all payment statuses.
If invoice attachments are disabled in the Invoice Editor, the email may still send without the PDF invoice.
Be careful when enabling payment links, since this affects how exhibitors can pay directly from the invoice.
Dynamic payment terms should be checked carefully to ensure due dates calculate as expected.
Always preview and test before making the templates live.
Tips for Efficiency
Use the preview and test-send features before saving final changes.
Standardize branding across both invoice types to reduce confusion.
Keep payment terms and invoice messaging consistent with your billing policy.
Check the paid-in-full and balance-due versions together so updates stay aligned.
Save a sample order invoice view for reference when training other team members.
Link to Loom
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