Email Notifications

Email Notifications

Email notifications in EquiBillBook keep you informed about important events and activities in your business. This guide explains how to configure and manage email notifications effectively.

What are Email Notifications?

Email notifications are automated emails sent to your registered email address when specific events occur in EquiBillBook, such as new invoices, payments received, low stock alerts, or system updates. These notifications help you stay informed without constantly logging into the system.

Types of Email Notifications

EquiBillBook can send email notifications for various events:

• Invoice Notifications: New invoices created, invoices sent, invoices paid
• Payment Notifications: Payments received, payment reminders, payment failures
• Stock Alerts: Low stock warnings, out of stock alerts, stock adjustments
• Customer Notifications: New customer registrations, customer updates
• Supplier Notifications: Purchase orders, supplier payments due
• Booking Notifications: New table bookings, booking confirmations, booking cancellations
• System Notifications: Account updates, password changes, security alerts
• Report Notifications: Scheduled reports, monthly summaries

Enabling Email Notifications

To enable email notifications:

1. Navigate to Settings → Notification Settings → Email Notifications
2. Verify your email address is correct in your profile
3. Enable email notifications toggle
4. Select which notification types you want to receive
5. Configure notification frequency (immediate, daily digest, weekly summary)
6. Save your settings

Email Notification Preferences

Customize your email notification preferences:

• Immediate Notifications: Receive emails as soon as events occur
• Daily Digest: Receive a summary of all events once per day
• Weekly Summary: Receive a weekly summary of activities
• Only Important: Receive only critical notifications (payments, low stock, etc.)
• Quiet Hours: Disable notifications during specific hours
• Business Hours Only: Receive notifications only during business hours

Invoice Email Notifications

Configure invoice-related email notifications:

• Invoice Created: Notify when new invoices are created
• Invoice Sent: Notify when invoices are emailed to customers
• Invoice Paid: Notify when invoice payments are received
• Invoice Overdue: Alert when invoices become overdue
• Invoice Cancelled: Notify when invoices are cancelled

Payment Email Notifications

Set up payment-related email notifications:

• Payment Received: Immediate notification when payments are received
• Payment Reminders: Automated reminders for pending payments
• Payment Failed: Alert when payment attempts fail
• Payment Link Generated: Notify when payment links are created
• Payment Link Expired: Alert when payment links expire

Stock Alert Notifications

Configure stock-related email alerts:

• Low Stock Alert: Notify when items fall below minimum stock level
• Out of Stock: Alert when items are completely out of stock
• Stock Adjustment: Notify when stock adjustments are made
• Stock Transfer: Alert when stock is transferred between locations

Customer Email Notifications

Set up customer-related notifications:

• New Customer: Notify when new customers are added
• Customer Update: Alert when customer information is updated
• Credit Limit Exceeded: Alert when customer exceeds credit limit
• Customer Statement: Notify when customer statements are generated

Email Notification Templates

Customize email notification templates:

1. Go to Settings → Notification Settings → Email Notifications → Templates
2. Select the notification type you want to customize
3. Edit the email subject and body
4. Add your business branding (logo, colors, signature)
5. Use variables for dynamic content (e.g., {CustomerName}, {InvoiceNumber}, {Amount})
6. Preview the template
7. Save changes

Email Variables

Use these variables in email templates for dynamic content:

• Business Variables: {BusinessName}, {BusinessLogo}, {BusinessAddress}
• Invoice Variables: {InvoiceNumber}, {InvoiceDate}, {InvoiceAmount}, {DueDate}
• Customer Variables: {CustomerName}, {CustomerEmail}, {CustomerPhone}
• Payment Variables: {PaymentAmount}, {PaymentMethod}, {TransactionID}
• Stock Variables: {ItemName}, {CurrentStock}, {MinimumStock}
• Date Variables: {CurrentDate}, {CurrentTime}

Email SMTP Configuration

Configure SMTP settings for email delivery:

1. Go to Settings → Notification Settings → Email SMTP Configuration
2. Enter SMTP server details (host, port, encryption)
3. Enter authentication credentials (username, password)
4. Configure sender email address
5. Set sender name
6. Test email delivery
7. Save configuration

SMTP Server Settings

Common SMTP server configurations:

• Gmail: smtp.gmail.com, Port 587 (TLS) or 465 (SSL)
• Outlook: smtp-mail.outlook.com, Port 587
• Yahoo: smtp.mail.yahoo.com, Port 587 or 465
• Custom SMTP: Use your email provider's SMTP settings

Email Delivery Settings

Configure email delivery options:

• Retry Failed Emails: Automatically retry failed email deliveries
• Retry Attempts: Number of retry attempts (default: 3)
• Retry Interval: Time between retry attempts
• Bounce Handling: Handle bounced emails appropriately
• Delivery Reports: Track email delivery status

Email Notification History

View your email notification history:

• Access from Settings → Notification Settings → Email History
• Filter by date range, notification type, or status
• View email content and delivery status
• Resend failed emails if needed
• Export notification history

Bulk Email Notifications

Send bulk email notifications:

• Send notifications to multiple recipients
• Schedule bulk email campaigns
• Personalize emails for each recipient
• Track delivery and open rates
• Manage email lists

Email Notification Best Practices

• Don't over-notify: Enable only essential notifications to avoid email fatigue
• Use clear subjects: Make email subjects descriptive and actionable
• Customize templates: Add your branding to make emails professional
• Test regularly: Verify emails are being delivered correctly
• Monitor delivery: Check email delivery status regularly
• Respect preferences: Allow users to customize their notification preferences
• Use digests: Consider daily/weekly digests for less critical notifications

Troubleshooting Email Notifications

If you're not receiving email notifications:

• Verify your email address is correct and verified
• Check spam/junk folders
• Verify SMTP configuration is correct
• Test email delivery from settings
• Check email notification history for delivery status
• Verify notification settings are enabled
• Check email server logs for errors
• Contact support if issues persist

Email Security

Important security considerations:

• Use secure SMTP connections (TLS/SSL)
• Protect SMTP credentials
• Don't share email notification access
• Review email content for sensitive information
• Comply with email marketing regulations (CAN-SPAM, GDPR)
• Implement email authentication (SPF, DKIM, DMARC)

Disabling Email Notifications

To disable email notifications:

1. Go to Settings → Notification Settings → Email Notifications
2. Disable specific notification types
3. Or disable all email notifications
4. Save changes
5. You can re-enable them anytime

Email Notification Reports

Generate reports on email notifications:

• Email delivery statistics
• Failed email reports
• Notification frequency analysis
• Email open rates (if tracking enabled)
• Recipient engagement metrics

Properly configured email notifications help you stay informed about important business events, respond quickly to issues, and maintain better communication with customers and suppliers. Configure email notifications according to your business needs and preferences.