Receipt emailing to clients

Purpose

1.1. Automate delivery of receipts to clients post-session or after payment, ensuring timely documentation for client records, insurance claims, and compliance.
1.2. Reduce manual workload for administrative staff and minimize errors in billing communications.
1.3. Guarantee traceability and documentation of sent receipts for audits and quality assurance.

Trigger Conditions

2.1. Completion of payment transaction in billing system.
2.2. Creation of invoice or receipt in practice management software.
2.3. Manual marking of service as rendered and paid.
2.4. Automated end-of-day batch processing for unpaid and paid sessions.
2.5. Insurance reimbursement received and logged in system.

Platform Variants

3.1. Gmail API
• Feature/Setting: Send automated emails; configure OAuth and Messages.send with dynamic PDF attachment.
3.2. Microsoft Outlook Graph API
• Feature/Setting: Use /sendMail endpoint; set up app registration for mail permissions.
3.3. SendGrid
• Feature/Setting: Configure Dynamic Templates and Mail Send API; template data to merge client and receipt info.
3.4. Mailgun
• Feature/Setting: Utilize /messages endpoint; pass recipient, subject, and attachment (receipt PDF).
3.5. Amazon SES
• Feature/Setting: SendRawEmail API; include base64-encoded attachments.
3.6. Slack API
• Feature/Setting: Use chat.postMessage with file upload for directly sending receipts to clients who opt for Slack.
3.7. Square API
• Feature/Setting: On payment success, use Receipts API to email digital receipt.
3.8. Stripe API
• Feature/Setting: Enable automatic email_receipt in payment settings; or trigger Receipts.send endpoint.
3.9. QuickBooks Online API
• Feature/Setting: Use SalesReceipt.Send endpoint post-payment event.
3.10. Xero API
• Feature/Setting: Invoice.Email endpoint action when payment is reconciled.
3.11. FreshBooks API
• Feature/Setting: Automate call to Send Invoice endpoint after payment or session post.
3.12. Zoho Books API
• Feature/Setting: EmailInvoices API for triggering receipt emails post-payment.
3.13. DocuSign
• Feature/Setting: Use Envelopes:send endpoint to send signed receipt as PDF.
3.14. Twilio SendGrid SMS
• Feature/Setting: Send a message with receipt link/attachment using the SMS API.
3.15. HubSpot
• Feature/Setting: Workflow automation to trigger email with receipt using the transactional email tool.
3.16. Pipedrive
• Feature/Setting: Use workflow automation to send receipt emails when deal is marked as paid.
3.17. Salesforce
• Feature/Setting: Configure Flow/Process Builder to send receipt email upon opportunity stage change or custom event.
3.18. Zoho CRM
• Feature/Setting: Workflow rule to auto-send receipt email on payment update.
3.19. Practice Management Platforms (TheraNest, SimplePractice, CentralReach)
• Feature/Setting: Enable auto-email receipts on payment posting in settings.
3.20. Dropbox API
• Feature/Setting: Generate shareable link for receipt file and send via email API of choice.

Benefits

4.1. Instant and secure delivery of payment confirmation and receipts.
4.2. Improved client satisfaction and trust through consistent communication.
4.3. Decreased risk of human error and faster billing workflows.
4.4. Simplified tracking for compliance/auditing and robust backup of communications.
4.5. Enhanced staff productivity by freeing team from repetitive tasks.