In the Email subsection of the Billing Setup Advanced tool, add or change the reply-to email for your Org and customize the content of your billing emails. To navigate there, click main menu > Advanced > Billing Setup > Email.
Reply-to Email
Before you can send billing emails from Filevine, the Org must have a reply-to email address on file. Replies to billing emails will be directed to this email address.
In this section, enter the reply-to email. You’ll see a message in the bottom right corner indicating that the email address has been saved.
Customize Billing Emails
You also have the option to customize the content of billing-related emails. You can edit the email subject and body, add variables, and include a balance summary when sending invoices.
There are two billing email types:
Invoice Email
The invoice email accompanies the invoices you send to clients.
Project Funds Request Email
The project funds request email accompanies requests sent from your project’s Billing section to the client to pay or replenish their project funds.
To customize your billing emails, select Edit next to the desired billing email type to open its flyout. Fill out the content in the Email Subject and Email Body as desired. Additional formatting, like bold or italics, is not available.
Tip
Avoid spam filters by keeping your Email Subject line concise, friendly, and free of excessive punctuation.
To preview what your clients will see in the email, click Preview at the bottom of the flyout. This action opens a new window with an approximation of how the email will render.
To revert back to the default content for a given email type, click Reset to Default. In the confirmation window, click Reset to Default again.
When you’re finished, click Save.
Add Variables
You can use variables to reference specific details related to the client, project, or invoice.
Select the desired location for the variable in the subject or body field. Above the respective field, expand the “Add variable” dropdown and choose the desired variable. Some variables in the dropdown have a question mark icon. Hover over this icon to learn more about these variables.
The variable appears in the selected location, contained between two sets of curly brackets. When the email is sent, the variable will be replaced with the respective client or project details.
Available Variables
The following variables are available to use in billing emails.
| Variable | Syntax | Sample Output |
|---|---|---|
| Client Variables | ||
| First Name | {{clientFirstName}} | John |
| Last Name | {{clientLastName}} | Doe |
| Full Name | {{clientFullName}} | John Ulysses Doe |
| Full Name Extended | {{clientFullNameExtended}} | Mr. John Ulysses Doe III |
| Prefix | {{clientPrefix}} | Mr. |
| Nickname | {{clientNickname}} | Johnny |
| Suffix | {{clientSuffix}} | III |
| Invoice Variables (Invoice Email Only) | ||
| Invoice Number | {{invoiceNumber}} | 1234 |
| Invoice Total | {{invoiceTotal}} | $1,000.00 |
| Due Date | {{invoiceDueDate}} | 8/1/2025 (M/D/YYYY) |
| Invoice Amount Due | {{invoiceAmountDue}} | $1,000.00 |
| Description | {{invoiceDescription}} | Thank you for your business. Please review the following charges and let us know if you have any questions. |
| Org Variables | ||
| Org Name | {{orgName}} | Smith Law Group |
| Project Funds Variables (Project Funds Request Only) | ||
| Initial/Target Amount | {{projectFundsInitialTargetAmount}} | $1,000.00 |
| Threshold Amount | {{projectFundsThresholdAmount}} | $1,000.00 |
| Return-to-Target Amount | {{projectFundsReturnToTargetAmount}} | $1,000.00 |
| Project Variables | ||
| Project Name | {{projectName}} | John Doe v. Jane Doe |
| Project Funds Balance | {{projectFundsBalance}} | $1,000.00 |
| Current Balance | {{projectCurrentBalance}} | $1,000.00 |
| Total Past Due Balance | {{projectPastDueBalance}} | $1,000.00 |
Invoice Email Settings
For the Invoice Email, there are two additional settings available.
You can add a short breakdown of the balance due from the current invoice and past invoices, as well as the total outstanding balance. The client can see this summary in the email body without having to open the invoice PDF. To enable this option, toggle on the Include balance summary setting.
If you have Payments by Filevine, you can also include a button at the end of the email allowing the client to pay their invoice electronically. To enable this option, toggle on the Include payment button setting.
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