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      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 declined Failed 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

      Online 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

      Recurring Payment declined on Recurring Invoice

      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

       

      The creator of the Invoice / Estimate / Proposal will be the one who receives any email updates on them, regardless of who sent it out. If the Team Member is deleted, emails go to the Owner instead.

       

      Some of the below emails can be disabled with the steps in Emails & Templates.

       

      Owner Activity

      Email Type Subject Line Email Content
      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 account Your 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 received New 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

       

      The creator of the Invoice / Estimate / Proposal will be the one who receives any email updates on them, regardless of who sent it out. If the Team Member is deleted, emails go to the Owner instead.

       

      Email Type Subject Line Email Content
      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 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

       

      Other Activity

      Email Type Subject Line Email Content
      Team Member invited to join Business’ Account [Sender] wants to add you to their team in FreshBooks

      [Company Name] wants to add you to their team in FreshBooks!

      [Sender] has invited you to join their team in FreshBooks for a better way to track expenses and work together on projects.

      Join [Sender]'s Team

      What can FreshBooks do for you?

      [List of options depending on role]

      Learn More

      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:

      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:

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