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Email Settings

9 min. readlast update: 09.11.2025

Email Settings

 

Email Settings is located in the menu (Gear Icon)

 

Company Details 

Under the Company Details is where you can put the information your customers will see on the emails they receive. 

    • At the top of the email, you will see the logo and color scheme selected. 

    • Towards the bottom of the email, you will see the company name, address, reply to email address and phone number listed.

    • You also can add a bcc email address field that will not appear on the email but will get all communications emailed to customers. 

 

General Settings

Under the General Settings you will find the Customer Language, Date format, and the setting that will allow emails to be sent to multiple emails, with the first listed for the customer as the "TO" email address. 

 

Invoice Settings

The Invoice Settings is where you will find multiple settings directly related to the invoice email, that can be hidden/included. 

 

Hiding the item name/codes

    • Before (unchecked):

    • After (checked):

 

Hiding the invoices lines completely on the email

    • Before (unchecked):

    • After (checked):

 

Hiding the invoices lines completely on the PDFs

    • Before (unchecked):

    • After (checked):

 

Hiding the sales tax from emails and the PDFs 

    • Before (unchecked):

    • After (checked):

 

Including the "Other 1 column"

    • Before (unchecked):

    • After (checked):

 

Including the "Other 2 column"

    • Before (unchecked):

    • After (checked):

 

Including the "Service Date" on emails and PDFs

    • Before (unchecked):

    • After (checked):

 

Hiding the Term names on PDFs

    • Before:

    • After (checked):

 

Hiding Recur360 transaction numbers from Emails/PDFs

    • Before (unchecked):

    • After (checked):

 

Allowing the customer to view the open balance 

NOTE: This setting may not appear to work on PDF's if the setting to show the current open invoice balance setting is selected/not selected in PDF Settings.

    • Before (unchecked):

    • After (checked):

 

Show the current amount of unapplied credits/payments on any email a customer receives

NOTE: This setting may not appear to work on PDF's if the setting to show the current amount of unapplied credits/payments setting is selected/not selected in PDF Settings.

    • Before (unchecked):

    • After (checked): 

 

Showing the line-item rate/unit on emails 

    • Before (unchecked):

    • After (checked):

 

Allowing the payment failed emails to display the failed reason

 

QuickBooks Online Attachments

Towards the bottom of this section, you will find the QuickBooks Online Attachments, or QuickBooks Templates depending on the version of QuickBooks you have. 

    • QuickBooks Online:

    • QuickBooks Desktop:

    • This will allow you to add attachments/templates from invoices synced over from QuickBooks or exclude them based on your needs. 

 

Recur360 PDF Settings

 

 

Under the RECUR360 PDF Settings you will find various settings for PDFs and Credit Memos sent by the Recur360 system including:

Exclude the PDF with emails that are sent

    • Before (unchecked):

    • After (checked):

 

Showing the current open invoice balance 

    • Before (unchecked):

    • After (checked):

 

Showing the current amount of unapplied payments/ credits that exist in Recur360 on PDFs

    • Before (unchecked):

    • After (checked):

 

Adding the payment authorization form (credit card and ACH)

    • There will be a second page to the PDF with this form if selected:

    • On the second page of the PDF the form will look like this when checked:

 

Hiding the customers' shipping address from PDFs 

    • Before (unchecked):

    • After (checked):

 

Hiding the customers' billing address from PDFs 

    • Before (unchecked):

    • After (checked):

 

Using the customers' billing/shipping address on invoices synced into Recur360

    • If the address is edited in QuickBooks or a 3rd party integration, instead of the billing/shipping address inside of Recur360 it will use the address in QuickBooks, as long as Recur360 has synced with the information.

 

Allowing the billing/shipping address fields to show empty fields

If there is no billing/shipping address for the customer, Recur360 will automatically add the customers' name and email address instead. 

 

Choosing which lines on the billing/shipping address to show 

You can choose up to 5 lines for both the shipping/ billing address fields on the PDF. 

 

Invoice Link Settings

In the Invoice Link Settings, you will find the settings for what will be shown on the payment link for your customers. The invoice link will remain the same for your customers, after they receive it once they can save it for quicker access in the future. 

 

Show the link on emails and adjust the wording that your customer sees

    • You can choose to show the link or not on invoices, and choose the wording or use the default.

 

Have all open invoices selected by default

    • If this option is selected the customer will have to manually deselect any invoices they choose not to pay

 

Disable the ability for the customer to enter partial balances

    • If this option is selected the customer will not be able to edit the amount field

 

Enable the option for your customers to store and use their payment details to be selected by default

 

Enable the ability for the customers to apply credits/unapplied payments to their invoices

    • If this option is unselected the customer will NOT have the option to use their credits/unapplied payments.

 

Show, hide, or only hide the resend email button with any of the following terms

    • This option will allow the customers to resend emails to themselves instead of asking for a copy if they need it. 

 

Invoices to Display Settings

 

Allow customers to view their past invoices in the invoice link

    • You can show all or enter a date. Entering a date will prevent older invoices from being shown. 

 

Only display invoices in the invoice link with the following terms, or leave the field blank to display invoices with any terms

    • This will help filter invoices to be shown to the customer. Simply select the terms you would like the customer to see the invoices for. 

 

Only display invoices with the following location (QuickBooks Online Only)

    • Like the previous setting this is for easy filtering. Select the locations to be displayed or leave it blank to show all. 

 

Only display invoices with the following customer types

    • Just like the previous 2 settings this is an additional filter for the invoice link. You can elect to leave this field blank or select the customer types you would like to include in the invoice link. 

 

Allow customers to view active recurring invoices in the email link

    • Selecting this option enables the customer to see the recurring invoices that are currently active and have not been made inactive/completed. 

 

Information to Display Settings

In this section you can select additional information for your customers to see in the invoice link. 

 

Allow Customers to View Upcoming payments in their Invoice link

    • Enabling this option will add a new tab to the invoice link titled upcoming payments. You can choose which payments to show such as any scheduled, recurring, or payments enabled on recurring invoices that will be created in the future. 

 

Allow customer memos to be displayed on Open Invoices in the invoice link

    • This option will show add a view memo column to the invoice link, with a hyper link that will open the memo. The memo can be added at the bottom of the invoice in the message area. 

 

Show terms in the payment link

    • You can select what terms to show on the payment link for your customers, or not to show them at all.

 

Hide invoice total amounts and balances in the invoice link, emails, and PDFs

    • By default, they always show invoice totals and balances option will be selected. You can change the option to always hide the totals and balances or only hide the ones with the terms selected. 

    • If you choose to always hide the invoice total amounts and balances it will look similar to:

    • When the customer clicks continue to payment they will see no totals. When they enter the amount to pay it will not allow them to pay more than that invoice. If they enter an amount greater than the total for the invoice it will revert to the invoice total. 

 

    • If you have selected the option to disable the ability to pay a partial invoice the amount will still show in the payment amount column, even if you select to always hide invoice totals and balances. 

 

Payment Processor Settings

Under this section you will find the payment options for the invoice link

 

For the card and ACH/EFT options

    • It will show "none" if there are no processors connected. The customer will not have the ability to pay through the link. If you have a Recur360Pay account connected to your Recur360 it will be listed here. 
    • You can choose to select "none" if you prefer the customers to pay with just one form of payment.

    • With this option, the customers will be able to pay with ACH/EFT, but not with credit cards. It works the same if you select "none" for ACH/EFT but have the credit card processor selected, then they can only pay with credit card. 

Note: You can leave it selected here and disable on the customer level for each customer.

 

Check here to make it so when multiple invoices are selected and paid for, only one single payment is processed and written to QuickBooks

    • This is important to prevent confusion. If not selected, then when the payment is run there will be multiple charges for the lesser amount's vs having the one larger payment post to their card/ACH. 

 

Show credit/debit first or ACH/EFT

    • This option will determine what the customer sees first in the payment link.

 

Cards you support

Depending on your preferences you can also choose which cards you support processing by unselecting the ones you don't take. 

    • Your selected methods will show above where the customer enters their card information in the payment details. 

 

Customer Information Editing

In this section you can choose whether your customer will have access to edit information through the email link. You can choose what information the customer has access to update by selecting the box next to each item.

 

Templates

The last section in the email settings is the Templates section

    • This is where you can change the verbiage for different types of emails being sent. The invoice overdue template has a variety of features. Check out our Invoice Overdue Emails/ Template article for details.

  • In the last area you will see the PDF preview. This is where you can preview the PDF based on the settings that have been selected. 

 

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