What Emails Are Sent Out of My Account?

FreshBooks sends out email on your behalf for all activity in your account, including sending out new Invoices, Late Payment Reminders, when a Client successfully pays, or when you invite a Team Member for example.
 
If you're looking to customize your emails to your Clients, go to Emails & Templates, or to manage your email notifications, go to Email Notifications instead.
 
Browse through the complete list of all Emails that are sent below or jump to a specific type of email:
 
 

To Clients

Client Activity

Only the Primary Client will receive most of these email notifications unless otherwise specified.
 
Section Email Type Subject Line Email Content
Client Account Client invites someone to access their Client Account as an Employee

(Any contact can receive this)
Please view our invoice / estimate / proposal from [Company Name][Client] has invited you to review invoices / estimates / proposals from [Company Name].

Review Invoices/Estimates/Proposals
Saved Invoice / Estimate / Proposal & Client Account creation
Your Invoice / Estimate / Proposal from [Company Name] has been saved
Your invoice/estimate/proposal from [Company Name] has been saved
You can now view your invoice from [Company Name] and keep your info up to date.
View My Invoices/Estimates/Proposals
Don't remember saving this invoice? You can reset your password or contact support for more information.
Invoices
New Invoice
(Secondary Contacts can also receive this. Also applies to any Recurring Invoices that are not actively using Recurring Payments)

[Company Name] sent you an invoice ([number])
Note: If Payment Schedules are enabled, message is slightly different.
[Company Name] sent you an invoice [Invoice Number] for [amount] that's due on [date].
View Invoice / View and Pay Invoice
Late Payment Reminder is triggered on an Invoice
(Secondary Contacts can also receive this)
Reminder: Invoice [Invoice Number] from [Company Name] is unpaid / overdue
Note: If Payment Schedules are enabled, message is slightly different.
Your payment of [amount] for invoice [Invoice Number] from [Company Name] is due in [number] day(s) / now overdue / [number] day(s) overdue
View Invoice / View and Pay Invoice
Invoices / Estimates / Proposals
Comment on an Invoice / Estimate / Proposal
[Sender] commented on invoice / estimate / proposal [number] ([amount])
[Sender] commented on invoice / estimate / proposal [number] ([amount]).
[Sender]
[Comment]
View Invoice / Estimate / Proposal and Reply
Estimates / Proposals
New Estimate / Proposal
(Secondary Contacts can also receive this)
[Company Name] sent you an estimate / proposal ([number])
[Company Name] sent you an estimate / proposal ([number])
View your Estimate / Proposal
Projects

A Post was added inside a Project’s Discussion
([Project Name]) [Person] added a new post to the project / ([Project Name]) [Person] added files
[Person] posted a new message in / added files to [Project Name]
[Comment]
Reply to Person
A Comment was added to a Post inside a Project’s Discussion
([Project Name]) [New Person] commented on [Original Person]'s post
[New Person] commented on [Other Person]’s post in [Project Name]
[Original Post]
[New Comment]
Reply to [New Person]
Reports
Any Report is emailed from Business
[Company Name] sent you a [Report Name]
[Person] from [Company Name] has sent you a/an [Report Name] for [Time Period]
Download Report
FreshBooks is an easy-to-use transaction capture tool your small business clients can use to:
  • Get updates on projects and provide feedback
  • Receive invoices and make payments online
  • Send your own invoices to clients
To learn more, contact us or visit FreshBooks.com
 

Client Payments

Only the Primary Client will receive most of these email notifications unless otherwise specified.
 
Email Type Subject Line Email Content
Checkout Link Payment successful
Your Payment to [Company Name]
[Company Name] has received your payment of [amount]
View Receipt
Checkout Link Payment declinedFailed Payment to [Company Name]
Unfortunately, your payment to [Company Name] was unsuccessful. Please try again. 
Try Again
Credit Note / Prepayment Credit issued by Business
(Secondary Contacts can also receive this)
[Company Name] sent you a credit ([Credit Note / Prepayment Credit Number])
[Company Name] has sent you a credit ([Credit Note / Prepayment Credit number]) for [amount].
View Credit
Direct Debit setup form requested by Business (for BACS/SEPA payments)
(Secondary Contacts can also receive this if manually emailed)
[Company Name] has sent you a Direct Debit setup form
[Company Name] has sent you a Direct Debit setup form for authorization to take future payments from your bank account
Set up Direct Debit
Manual payment is added to an Invoice by the Business
[Company Name] has received your payment for invoice [number]
[Company Name] has received your [Payment Method] payment of [amount] for invoice [number]
View Your Invoice
Online Payment successfully processed on Invoice
[Company Name] has received your payment for invoice [number]
[Company Name] has received your payment of [amount] for invoice [number]
View Your Invoice
Online Payment via Advanced Payments successfully charged on Invoice
[Company Name] charged your credit card for invoice [number]
[Company Name] charged your credit card [amount] for invoice [number]
View Your Invoice
Recurring Payment successfully processed on Recurring Invoice
[Company Name] charged your credit card / bank account for invoice [number]
Invoice [number] ([amount]) from [Company Name] was automatically paid on [payment date] with:
[Bank Account / Credit Card with last 4 digits]
Your next payment will be automatically paid on [next payment date]
View Paid Invoice
Manage Payment Details
Recurring Payment declined on Invoice
(not applicable for Advanced Payments)
Automatic payment failure for invoice [number]
Your automatic payment to invoice [number] ([amount]) from [Company Name] could not be processed.
Please re-enter your payment details and try again
View and Pay Invoice
Refund for Online Payment is issued by Business[Company Name] has sent you a refund - Invoice [number] 
[Company Name] issued a [amount] refund for Invoice [number].
The amount will appear in your Credit Card / Bank Account statement within 3-7 business days.
 

To Owners

 
All replies are sent to whoever created the Invoice, Estimate or Proposal, and they will be the one to receive any email updates and replies on them, including Team Members.
 
Some of the below emails can be disabled with the steps in Emails & Templates.
 

Owner Activity

Email Type Subject Line Email Content
Bank Connection Disconnected for PlaidYour bank account has been disconnected
Heads up - it looks like your bank connection to FreshBooks has been disconnected. Not to worry, this can happen for a variety of reasons.
Here's how to reconnect it: 
  1. Go to the Bank Connections page
  2. Click on the Reconnect button
  3. Enter your credentials, including any additional ones required by your bank
  4. Select a date to start importing your expenses from.
And that’s it! Your bank account should be reconnected to FreshBooks.

P.S. This FAQ walks through some helpful troubleshooting for your Bank Connections on Plaid.
Client Accepted an Estimate / Proposal[Client Name] has accepted Estimate / Proposal [Number] for [Client Name]
[Client Name] has accepted Estimate / Proposal [Number].
Visit the link below to view the Estimate / Proposal for [Client] or convert it to an invoice.
View Estimate / Proposal
Comment on an Invoice / Estimate / Proposal
(If Owner created it, Team Member comments will not trigger an email)
[Sender] commented on invoice / estimate / proposal [number] ([amount])
[Sender] commented on invoice / estimate / proposal [number] ([amount]).
[Sender]
[Comment]
View Invoice / Estimate / Proposal and Reply
Email Verification
Please verify your email address for FreshBooks
If first time:
Verify Your Email to Start Using FreshBooks
Thank you for signing up. Click the button below to access your FreshBooks account:
Verify My Email

If updating your email address:
Verify your email address for FreshBooks
This helps us keep your invoices and financial information safe and secure.
Verify My Email
A Recurring Invoice was sent
Recurring Invoice ([number]) was sent to [Client]
A recurring invoice ([number]) for [amount] was sent to the following contacts at [Client]:

[Primary Client] ([Primary Client email])
[Secondary Contact] ([Secondary Contact email])

To stop receiving these emails, manage your email notifications.
A FreshBooks Payments Report is requested from within accountYour FreshBooks Payments Report is Ready to Download
Your FreshBooks Payments Report is Ready!
Your FreshBooks Payments Report has been exported to Excel and is now ready to download. Follow the link to download your report.
Download Report
 

Owner Payments

Email Type Subject Line Email Content
Checkout Link payment receivedNew Payment to Your Checkout Link
A new payment was made to your Checkout Link: [Checkout Link Name]
View Receipt
Client removed Bank Account from Recurring Template
[Client] has removed their bank account from a recurring template
[Client] has removed their bank account from a recurring template. Please contact your client to update their payment information so you will be paid in time.
View Recurring Template
Client removed Credit Card from Recurring Template[Client] has removed their credit card from a recurring template
[Client] has removed their credit card from a recurring template
View Recurring Template
Client’s Online Payment successfully processed on an Invoice
(not applicable for Recurring Payments)
[Client] has paid invoice [number]
[Client] made a payment of [amount] for invoice [number].
The invoice is now paid in full. Cha-ching!
View Invoice
Client’s Online Payment or Advanced Payments charge declined on an Invoice
[Client] has had an unsuccessful payment on invoice [Invoice Number]
Note: If using Advanced Payments, the message is slightly different to let you know the charge was unsuccessful.
[Client] has attempted a payment of [amount] for invoice [number].
The payment was unsuccessful.
Please contact [Client] /
A request to try again has been sent by email to [Client]
View Invoice
Client’s Recurring Payment declined on Recurring Invoice
[Client] has had an unsuccessful payment on invoice [Invoice Number]
You attempted to charge [Client]’s [Payment Method] [amount] for invoice [number]. The charge was unsuccessful.
Please contact [Client]
View Invoice
 

Owner Projects

Email Type Subject Line Email Content
A Post was added inside a Project’s Discussion([Project Name]) [Person] added a new post to the project / ([Project Name]) [Person] added files
[Person] posted a new message in / added files to [Project Name]
[Comment]
Reply to Person
A Comment was added to a Post inside a Project’s Discussion
([Project Name]) [New Person] commented on [Original Person]'s post
[New Person] commented on [Other Person]’s post in [Project Name]
[Original Post]
[New Comment]
Reply to [New Person]
 

To Team Members

Business Activity

 
All replies are sent to whoever created the Invoice, Estimate or Proposal, and they will be the one to receive any email updates and replies on them, including Team Members.
 
Email Type Subject Line Email Content
Client Accepted an Estimate / Proposal
(If Team Member created Estimate / Proposal)
[Client Name] has accepted Estimate / Proposal [Number] for [Client Name]
[Client Name] has accepted Estimate / Proposal [Number].
Visit the link below to view the Estimate / Proposal for [Client] or convert it to an invoice.
View Estimate / Proposal
Comment on an Invoice / Estimate / Proposal
(If Team Member created Invoice)
[Client] commented on invoice/estimate/proposal [number] ([amount])
[Client] commented on invoice / estimate / proposal [number] ([amount]).
[Client]
[Comment]
View Invoice / Estimate / Proposal and Reply
Manual payment is added to an Invoice by a Team Member
(If Team Member created Invoice)
[Team Member] has paid invoice [number]
[Team Member] made a payment of [amount] for invoice [number].
The invoice is now paid in full. Cha-ching!
View Invoice
 

Other Activity

Email Type Subject Line Email Content
Accountant invited to join Business' AccountAccountant Access to my FreshBooks
You’ve been granted unique accountant access to FreshBooks Support in FreshBooks.

FreshBooks is cloud accounting software designed to make it easier for us to work together.

Get started

Accountant access lets you:
  • Access accounting reports like General Ledger, Balance Sheet and Profit and Loss
  • Add Journal Entries
  • Manage Chart of Accounts
  • Review and manage Invoices, Expenses, Payments, Other Income and Bank Reconciliation
Getting set up only takes a few minutes.

Thanks,
[Owner's First Name]
Admin invited to join Business' AccountUsing FreshBooks for invoicing and accounting
Hey [Admin's Name], 

We’re using FreshBooks as our new billing and accounting system. It lets us do everything from invoicing to time tracking, and helps us quickly understand how the business is performing.

Get started

This gives you access to our FreshBooks account. Check out the invoicing and reporting — it’s really easy to use and they’ve got a great mobile app too.

Thanks,
[Owner's First Name]
Contractor invited to join Business' AccountUsing FreshBooks to track your time and submit invoices
Hey [Contractor's Name], 
 
FreshBooks is the tool we use to track time, send and receive invoices, and manage projects. Using FreshBooks to track your time and send me invoices ensures you'll get paid quickly for your work.
 
Get started

If you have any questions, feel free to reach out to me.

Thanks,
[Owner's First Name]
Employee invited to join Business' AccountUsing FreshBooks to track time and expenses
Hey [Employee's Name], 
 
We're using FreshBooks to track our time and expenses, so we can easily invoice clients and manage projects.
 
Get started

This gives you access to our FreshBooks account. Start tracking your time and expenses in there - it's really easy to use and they've got a great mobile app too.

Thanks,
[Owner's First Name]
Manager invited to join Business' AccountUsing FreshBooks for invoicing and accounting
Hey [Manager's Name], 

We’re using FreshBooks to create estimates and invoices for clients, track the team's time and manage projects.

Get started

This gives you access to our FreshBooks account. Start tracking your time and expenses in there - it's really easy to use and they've got a great mobile app too.

Thanks,
[Owner's First Name]
A Post was added inside a Project’s Discussion
([Project Name]) [Person] added a new post to the project / ([Project Name]) [Person] added files
[Person] posted a new message in / added files to [Project Name]
[Comment]
Reply to Person
A Comment was added to a Post inside a Project’s Discussion
([Project Name]) [New Person] commented on [Original Person]'s post
[New Person] commented on [Other Person]’s post in [Project Name]
[Original Post]
[New Comment]
Reply to [New Person]
Team Member added to a Project[Sender] has added you to the project: [Project Name]
[Sender] added you to the project [Project Name]
View the Project
Use FreshBooks Projects to:
  • Track your time for the work you've completed
  • See how you're doing against the project budget
  • Share files and get feedback from your team
Team Member added to multiple Projects

[Sender] has added you to multiple projects
 
[Sender] added you to the following projects
[List of Projects]
View your projects
Use FreshBooks Projects to:
  • Track your time for the work you've completed
  • See how you're doing against the project budget
  • Share files and get feedback from your team
Team Member’s role is updated

[Sender] updated your role in FreshBooks
[Sender] has updated your role in FreshBooks
Go to FreshBooks
With your new role you can…
[List of tasks]
 

FAQs

Why are my Clients not receiving emails from my FreshBooks account?
Emails sent from FreshBooks are delivered through our mail delivery services, and come from either of these addresses:
  • mail@freshbooks.com
  • mail@fb02.freshbooks.com
  • welcome@fb02.freshbooks.com
If the emails are in your Client’s junk/spam folder, it is recommended to mark those as safe/not junk so they can go through to the inbox next time. Otherwise, if it’s not there, your Clients can add the above emails to their safe sender list and you can try resending again.
 
My Clients are having trouble opening and viewing their Invoices, how do I fix this?
There are several reasons that could be preventing your Clients from viewing their Invoices: