Customer Email Notifications and What Triggers Them

We know communication with your customers is key—especially when it comes to orders and payments. in this article we will guide you through when RoasterTools sends out emails and who gets them.

Order Confirmation Emails

When a customer places an order through the portal, they'll automatically get a confirmation email. These go out instantly and can't be turned off—your customers need to know their order went through!

Who gets it:

• All contacts connected to the customer

When it sends:

• Anytime a customer creates an order via the portal

When it doesn't send:

• Orders you create manually won't trigger a confirmation

What's in the email:

• Order number
• Order date
• Shipping & billing address
• Products and total

Order Confirmation Email Example:

Invoices

Unlike order confirmations, invoices don't send automatically (yet!). You'll need to send them yourself—either one at a time or in a batch.

Sending an Invoice Individually

1. Open the order you want to invoice
2. Click Email Invoice at the bottom

Sending Invoices in a Batch

1. Go to your Orders screen
2. Select the orders you want to invoice
3. Click Batch Actions → Send Invoices

Who Gets the Invoice

All contacts listed for the customer—primary and additional—will receive the email, no matter the order status (ready, fulfilled, or shipped).

What's in the email:

• Order number
• Order date
• Delivery type (learn more in this article)
• Shipping & billing address
• Products and total
• Tracking Information
• Payment Information

Invoice Email Example:

Sunday Order Reminders

A friendly nudge to help your customers remember to place their weekly orders—so you can keep your roasting schedule on track.

You can turn these on for any customer in their settings. See more in this article.

Who gets it:

• The primary contact for the account.

When: Every Sunday (if enabled).

• Purpose: A friendly nudge to place their orders so you can keep your roasting schedule on track.

What's in the email:

• Magic Link - this is a fast and easy way for customers to get to the portal without logging in.
• Last order information

Sunday Order Reminder Email Example:

Payment Confirmations

Whenever a payment goes through, your customers will now get a confirmation email—no extra steps needed from you. It's a simple way to keep them in the loop and reduce the “did my payment go through?” emails.

Who gets notified:

• All contacts on the customer account.

When the email sends:

• Bank Transfers (ACH): When payment is initiated (status = pending).
• Credit Card, Check, Cash: When payment is created (status = paid).
• Works for both payments initiated by the customer and when you record a payment manually.

What’s in the email:

• Payment amount
• Order number
• Payment method (last 4 digits for cards)
• Payment date

Payment Confirmation Email Example:

FAQ

Q: Do my commerce customers get email notifications?

A: No, RoasterTools does not send any emails to your commerce customers.

Q: Can I customize what the email notifications have inside?

A: Not at this time.