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Emailing booking invoices to Customers

Learn how to email the booking invoice to a Customer, including how to customize the email message sent.

New to the Booking Invoice? Read the first article in this series for an introduction to the Booking Invoice.

 

Accessing the features mentioned in this article


Where can I find this feature using the top menu?

Reports > Booking Index > Booking Details > Email

What more do I need to use this feature?

  • Admin permissions to manage inventory or restricted permissions for Reports & Booking Data and Email Customer.

Which Checkfront version supports this feature - classic items, classic products, or both?

  • This feature is available in both our classic version using classic items (Inventory > Items) and our classic version using classic products (Inventory > Products).  → Learn more about products

 

Emailing the booking invoice to a Customer

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Email Customer Button

Notifications are an efficient way to streamline invoices, receipts, and follow-up email. However, there may be an occasion where you need to quickly email a Customer to let them know of updated booking details.

You can send an email directly to the Customer from the invoice by clicking the Email button in the sidebar while viewing a booking!

 

Note

The Email button is disabled if the Customer does not supply an email address during the booking process.

If you have the email address, add it to the Customer's profile before emailing them through the system.


Email Customer

From the E-mail Customer modal, you can select the recipient (To), the sender (From), a Subject for the message, and a carbon copy (CC) recipient. There is also a box to input your Message before sending it on its way.  

 

Providing the 'recipient (to)' address

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Email To

The recipient can be chosen from the dropdown menu.

By default, the Customer is selected as the recipient of the notification email. However, you can instead input a custom recipient by clicking on the Edit Recipient link or choose one of your Staff members if you'd prefer to send an in-house notification for the booking.  

 

Providing the 'from' address

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Email From

By default, the email is sent from the primary company email, as configured in your account settings. However, you can change this to your Staff email account by selecting it from the dropdown menu. Any replies go to that same address.

 

Entering the 'subject' of the email

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Email Subject

The Subject field is pre-populated with some details on the booking in question. You can replace this with whatever text you like. It's best to keep it short and to the point!

 

Note

The pre-populated Subject field, by default, includes the booked inventory title(s), booking start and end dates, and the booking ID. Highlight the subject text to customize it as needed.

Do you want to send automated booking emails based on the booking status instead? Learn more here:

 

Providing the carbon copy recipient (CC)

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Email CC

If there's someone else you'd like to send the notification to, then you can just enter their email address in the CC field. Multiple addresses can be used and should be separated by a comma.  

 

Customizing the email message

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Email Message

The following variables can be added to personalize the message. The variable is replaced with the specific data once sent.

Variable Description

{$COMPANY_NAME}

Name of your company.

{$CHECKFRONT_URL}

URL of your Checkfront account, e.g. myaccount.checkfront.com.

{$ACCOUNT_ID}

ID of the staff account which was used to make the booking.

{$CREATED_BY}

The source of the booking, e.g. Staff or website.

{$CUSTOMER_NAME}

Name of the Customer.

{$CUSTOMER_FIRST_NAME}

First name of the Customer.

{$CUSTOMER_LAST_NAME}

Last name of the Customer.

{$CUSTOMER_EMAIL}

Email address of the Customer.

{$BOOKING_ID}

Unique booking ID.

{$BOOKING_TOTAL}

Total amount for the booking. Includes currency formatting.

{$BOOKING_STATUS}

Current status of the booking, such as Deposit or Paid.

{$BOOKING_QTY}

Quantity booked on the invoice.

{$BOOKING_ITEMS}

The name of the item(s) or product(s) being booked. Multiple items or products are comma-separated.

{$BOOKING_DATE}

Date of booking. May include a date range or time depending on the booking.

{$BOOKING_START_DATE}

Starting date of the booking.

{$BOOKING_END_DATE}

Ending date of the booking.

{$BOOKING_TIME}

Time for which the booking has been made.

{$BOOKING_START_TIME}

Starting time of the booking.

{$BOOKING_END_TIME}

Ending time of the booking.

{$BOOKING_DETAILS}

Details of item(s) or product(s) being booked. This is from the details box provided in the item or product setup. Multiple items or products are separated by a new line and include the item or product name.

{$BOOKING_EXTRA_DETAILS}

Extra details added to your items or products.

{$BOOKING_ITEMS_URL}

URL to the individual items or products included in the booking.

{$BOOKING_RATES}

List of items or products booked with their respective rates.

{$BOOKING_DISCOUNT_CODES}

Name of any discount code(s) applied to the booking. Multiple codes are comma-separated.

{%BOOKING_ADMIN_URL}

Link to the booking in your Checkfront account backend.

{$BOOKING_PAYMENT_URL}

Link to the payment page for this booking. If no balance is due, this redirects to the receipt (BOOKING_URL) page.

{$BOOKING_PAY_FULL_URL}

Link to the payment page for this booking. It requests the full payment from the Customer, even if the deposit is still owed. If no balance is due, this redirects to the receipt (BOOKING_URL) page.

{$BOOKING_CANCEL_URL}

Direct link for the Customer to cancel their booking.

{$BOOKING_PDF_URL}

Direct link to a PDF of the booking.

{$BOOKING_GUESTS_URL}

URL to the Guest Details page of the booking. Must have the Guest Forms feature enabled to use.

{$BOOKING_URL}

URL to the booking receipt, along with links to PDF and Payment pages.

{$BOOKING_URL}&view=documents

Link to the 'Required Waiver Documents' page.

{$BOOKING_QR_CODE}

Inserts the QR code into the email so you can customize its placement in the body of the notification.

{$BOOKING_LOCATION_LINKS}

Displays the name of each item or product in the booking with a hyperlinked address that shows the location on Google Maps.

{$SINGLE_ITEM_LOCATION_LINK}

Link to the item's or product's location in Google Maps. It displays the first item or product in the booking's location only.

{$SINGLE_ITEM_ADDRESS}

Hyperlinked address to the item's or product's location in Google Maps. It displays the first item or product in the booking's location only.

{$SINGLE_ITEM_LOCATION_URL}

Displays a clickable URL linking to the item's or product's location in Google Maps.

{%EMBED_INVOICE}

 This macro embeds a full invoice into the email. Differs depending on Text or HTML.

 

Include the booking invoice with the email

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Email Invoice

If you'd like to include a copy of the invoice with the email, check the Include invoice in e-mail box at the bottom of the window. The invoice is included below any content you add to the message field.

 

Note

The Pay Now button does not display in a Staff or Customer PDF invoice view. Instead, the button displays when an invoice is embedded in an email to a Staff or Customer.

 

In the following article in this series, we view Customer details from the Booking Invoice.

 

 

< Printing booking invoices to PDF     |     Viewing Customer details from booking invoices >