RoasterPay: Automatic Payment Notifications to Your Customers
RoasterTools can automatically send email confirmations to your customers when their payments are processed. This keeps customers informed about their payment status without any manual work from your team.
Note: This is a feature that needs to be enabled on an account. Please reach out to support if you'd like this enabled for your account - support@roastertools.com
What are automatic payment notifications?
When this feature is enabled, RoasterTools sends an automatic email to your customers confirming their payment has been processed. Customers receive these notifications whether they pay through the Wholesale Portal or you process the payment manually in RoasterTools.
Key benefits:
- Customers get instant confirmation their payment went through
- Reduces "did my payment go through?" inquiries
- Provides a clear record of payment details for your customers' accounting teams
- Works for all payment methods: ACH, credit card, check, and cash
Important: This feature is currently enabled at the account level, meaning it applies to all customers. You cannot enable it for specific customers or contacts at this time. This is a planned future update.
How it works
Who receives the emails
Every contact listed on the customer's account receives the payment notification email. Currently, you cannot customize which contacts receive these emails.
To review or manage contacts on a customer's account, go to Sales > Customers > Individual Customer > Contacts.
When emails are sent
The timing depends on the payment method:
- Bank transfers (ACH): Email is sent when the payment is initiated and shows as "pending"
- Credit cards, checks, and cash: Email is sent when the payment is created and shows as "paid"
What's included in the email
Each notification email contains:
- Payment amount
- Order number that was paid
- Payment method (for credit cards, the last 4 digits are shown)
- Payment date
Tips & FAQs
Q: Can I enable this feature for only certain customers?
A: Not currently. This feature is enabled at the account level, so all customers will receive payment notifications once it's turned on. The ability to enable notifications per customer is planned for a future update.
Q: Can I choose which contacts receive the payment emails?
A: Not yet. All contacts on the customer's account will receive payment notifications. We're working on adding billing-specific contact roles and individual notification preferences in a future update.
Q: What if a customer doesn't want to receive payment notifications?
A: The ability for customers to opt out of notifications is coming in a future update. For now, you can work with customers to remove contacts from their account who don't need payment emails.
Q: Do customers get these emails if I process the payment manually in RoasterTools?
A: Yes. Customers receive the same notification whether they pay through the Wholesale Portal or you process the payment on their behalf.
Q: Will this feature work with Stripe payments?
A: This feature is currently available for RoasterPay accounts only.
Q: What happens if a payment fails?
A: Customers do not receive an email notification for failed payments at this time.