When each email is sent

This table lists every template under Global Settings > General > E-mail Templates, with the area it is listed under and what makes the platform send it. Reports and settlement notes go out when an operator exports the Transaction reports run (Generate, Authorize, Export), unless the row says otherwise. Once sending from your own templates is switched on, any of them can also be switched off per template, see Edit the emails the platform sends.

Rows marked * are only sent to a client that has email notifications switched on (emailNotifications on the client). It is off for a new client and is set through the API.

Template	Area	Sent when
Distribution invoice	Invoice distribution	To the debtor when an invoice is activated with e-mail as its distribution method. Also when e-mail is the next method after another one has failed, and when an invoice copy is sent by e-mail.
Distribution credit invoice	Invoice distribution	To the debtor when a credit invoice is activated with e-mail as its distribution method, for example when an invoice is credited or refunded.
Distribution interest invoice	Invoice distribution	To the debtor when an interest invoice is activated: for interest left after the debt is paid, when the invoice profile has interest invoices switched on, or when one is created by hand. The client’s distribution profile decides whether interest invoices are sent and how.
Distribution membership fee	Invoice distribution	To the debtor when a membership fee invoice is activated with e-mail as its distribution method.
Distribution ongoing invoice	Invoice distribution	To the debtor for each invoice of an ongoing part payment plan, when the part invoice run activates it and the plan’s distribution method is e-mail.
Distribution part invoice	Invoice distribution	To the debtor for each instalment of a part payment plan or a business loan repayment schedule, when the part invoice run activates it and its distribution method is e-mail.
Distribution reminder	Reminders and collection	To the debtor in the reminder run, when an overdue invoice reaches a reminder step whose distribution channels include e-mail.
Distribution expired notification	Reminders and collection	To the debtor in the reminder run, when an overdue invoice reaches a past due notice or final notice step whose distribution channels include e-mail.
Distribution delayed penalty fee	Reminders and collection	To a company debtor in the reminder run, when the invoice reaches the delayed penalty fee step and that step includes e-mail. The client needs delayed penalty fees switched on. Only a Swedish version exists.
Distribution denied tax reduction notification	Reminders and collection	To the debtor in the next reminder run after the tax reduction (ROT or RUT) on an invoice has been denied, once the invoice is past due. Always by e-mail.
Distribution part payment notification	Reminders and collection	To the debtor once per invoice, in the next reminder run after a payment that pays an overdue invoice only in part, when the invoice profile’s part payment channels include e-mail.
Distribution collection	Reminders and collection	To the debtor, and to each guarantor, in the reminder run when the invoice reaches the collection step of its invoice profile, that step includes e-mail, and the step does not create a collection errand.
Distribution collection notification	Reminders and collection	To the debtor when the reminder run performs a collection notification step on a collection case whose channels include e-mail.
Distribution collection batch part payment notification	Reminders and collection	To the debtor when a part payment comes in on an open collection case and the collection profile’s part payment channels include e-mail. Not while the case is in a part payment plan or enforcement, or has a reminder in progress.
Distribution purchase	Reminders and collection	To the debtor when their collection case has been sold to a new creditor, in the reminder run that performs the purchase step, when the profile’s purchase channels include e-mail.
Distribution collection batch closed	Reminders and collection	To the debtor when a collection case is paid in full and closed, when the collection profile’s closed channels include e-mail. Used while USE_NEW_EMAIL_COLLECTION_BATCH_CLOSED_TEMPLATE is on. DISABLE_COLLECTION_BATCH_CLOSED_EMAIL stops it.
Distribution collection batch closed legacy	Reminders and collection	The same email as the row above, used while USE_NEW_EMAIL_COLLECTION_BATCH_CLOSED_TEMPLATE is off.
Collection batch part payment started	Reminders and collection	To the debtor when a part payment plan starts on their collection case, when the plan’s Send confirmation email setting is on. Also to the client’s e-mail recipients (Email field in the Contact section of the client page), or to the Client email it was registered with when it has none, when a business loan’s credit decision is approved.
Client agreement factoring loan *	Client lifecycle	To the client when an operator performs the sign contract errand created when the client applies for factoring.
Client agreement VH PEP *	Client lifecycle	To the client when an operator performs the errand to collect beneficial owner (VH) and PEP information, which every new client gets.
Client denied *	Client lifecycle	To the client when an operator resolves the client’s approval errand without approving it.
Client financing denied *	Client lifecycle	To the client when an operator denies its application for a factoring product.
Client first invoice financed denied *	Client lifecycle	To the client when financing of one of its invoices is denied for the first time.
Client first payout *	Client lifecycle	To the client the first time money from its client account is paid out to it.
Client sync requested *	Client lifecycle	To the client when sync with its accounting system is switched on for the first time.
Client sync established *	Client lifecycle	To the client when the connection to its accounting system is confirmed.
Client delivery notification	Client lifecycle	To the client when an operator requests a delivery confirmation from the debtor and chooses to notify the client by e-mail. It carries the operator’s message.
Sync invoice complete	Client lifecycle	To the client’s e-mail recipients when an invoice import from its accounting system has finished.
Sync bookkeep complete voucher	Client lifecycle	To the client’s e-mail recipients when a sync of vouchers to its accounting system has finished, unless DISABLE_SYNC_VOUCHER_EMAIL is on for the client.
Sync bookkeep complete payment	Client lifecycle	To the client’s e-mail recipients when a sync of payments to its accounting system has finished, unless DISABLE_SYNC_PAYMENT_EMAIL is on for the client.
Activity report	Client reports	To the client’s report recipients. Monthly, for the previous month, when GENERATE_ACTIVITY_REPORT is on, from the first Transaction reports run on or after day GENERATE_ACTIVITY_REPORT_DAY of the month. Daily, for the previous day, when GENERATE_DAILY_ACTIVITY_REPORT is on: at 01:00 by itself when SCHEDULED_DAILY_ACTIVITY_REPORT is on, otherwise with the Transaction reports run. The same email carries the PDF, Excel or XML file.
Booked invoice report	Client reports	To the client’s report recipients when Include Booked Invoice report in Client Reports is on and invoices have been booked since the last report.
Payment transaction client report	Client reports	To the client’s report recipients when Include Payment report in Client Reports is on and payments have come in since the last report. Also used for the BGMAX file.
Scheduled report	Client reports	To the recipients the client chose on a scheduled report or scheduled bookkeeping file, at 07:00 on the days the schedule says: daily, weekly or monthly.
Errand report	Client reports	To the client’s e-mail recipients every day at 08:00 while it has open errands or unplaced payments. CLIENT_ERRAND_REPORT and CLIENT_UNPLACED_PAYMENTS_REPORT switch each part off. It goes out in the client’s language when that is Swedish, Norwegian, Finnish or English, and in Swedish otherwise.
Factoring settlement note	Settlement notes	To the client after each payout, for factoring, invoice service and business loans. The PDF is always attached, Excel and XML when the client has them switched on. When USE_LEGACY_XML_SETTLEMENT_NOTES is on, the XML file goes out in an email of its own.
Overdrawn settlement note	Settlement notes	To a factoring client whose account balance is below OVERDRAWN_SETTLEMENT_NOTE_BALANCE_THRESHOLD and that has new transactions, daily, weekly or monthly as OVERDRAWN_SETTLEMENT_NOTE_INTERVAL_THRESHOLD says.
Client invoice disputed *	Disputes	To the client’s e-mail recipients (Email field in the Contact section of the client page), or to the Client email it was registered with when it has none, when the debtor disputes one of its invoices in the debtor portal, or an operator registers a dispute. A bulk dispute sends it only when Send dispute notice is ticked.
Debtor invoice disputed	Disputes	To the debtor, at the address given in the dispute, as a receipt that the dispute has been received and the invoice is paused.