How Emails Work with eSign Documents: Invoices and Signing Order

In This Article:

Curious about what emails are sent when you issue eSign documents, either directly or attached to a payment request? Need to understand what happens when you designate a specific signing order, or who is sent what type of email when you manually send reminders through AdvicePay?

There are several different conditions that influence how emails are sent, what kind of emails go out, and who receives what email + when. Use the handy guide below to find information on your specific scenario!

Tip: All document and invoice emails sent are recorded in your Email Log! 😊

Email Behavior When a Document is Attached to an Invoice and Signing Order is not Enabled

As a general rule of thumb, when your AdvicePay client is sent a document and an invoice together, we won't send the the invoice notification email until the client has signed the document + can in fact pay the invoice.

Instead, we'll only send the email notifying them they have a document to sign. Then we'll send the invoice email when they can pay  (with one exception -- see 2b below)!

Here's how it works when you request a payment with a document attached, signing order is not enabled, and..

Send via email through AdvicePay is selected:

  1. If the client is the only signee, they will receive an invoice notification email that includes a note about the document. By following the included link, the client will be directed to sign first, then proceed to making payment.
  2. If there are 2+ signees, all signees will receive a document notification email at the same time. By following the included link, signees will be directed to sign the document.
    1. If the client signs before other signees, they will not be able to proceed to payment. Once the final signee signs, the client will receive another email that there is an invoice ready for payment.
    2. If the client is the last to sign, they will be redirected to the invoice's payment page immediately after completing their signature. (They will not receive a separate invoice email in this case.)

Publish without sending email is selected:

  1. No emails will go out to the client or other signees.
    1. If Send Reminder is later manually selected on the invoice, all the rules under no. 2 above apply.
    2. If Send Reminder is later manually selected on the document, only the document notification email will go out (to all signees who haven't signed).

If you have automatic invoice reminders enabled on your account at Account Settings > Emails & Notifications, an invoice notification email may be sent out to your client even if you initially selected not to send the invoice + document. The client will be able to proceed to signature via that email. If other signees have not signed, the client will receive a message letting them know other signatures are needed first before payment can be made.

In this scenario, a document reminder will still need to be manually sent at Documents > Send Reminder when you want other signees to be notified of the document; the invoice reminder email does not trigger document notification emails to other signees.


Email Behavior When a Document is Attached to an Invoice and Signing Order is Enabled

As a general rule of thumb, when your AdvicePay client is sent a document and an invoice together, we won't send the the invoice notification email until the client has signed the document + can in fact pay the invoice.

Instead, we'll only send the email notifying them they have a document to sign. Then we'll send the invoice email when they can pay  (with one exception -- see 2b below)!

Here's how it works when you request a payment with a document attached, signing order is enabled, and..

Send via email through AdvicePay is selected:

  1. If the client is the only signee, they will receive a document notification email that includes a note about the document. By following the included link, the client will be directed to sign first, then proceed to making payment. 
  2. If there are 2+ signees, the first designated signee will receive a document notification email. By following the included link, the signee will be directed to sign the document.
    1. If the client is set to sign before other signees, they will not be able to proceed to payment after signature. Once the final signee signs, the client will receive another email that there is an invoice ready for payment.
    2. If the client is the last signee in order, they will be redirected to the invoice's payment page immediately after completing their signature. (They will not receive a separate invoice email in this case.)

Publish without sending email is selected:

  1. No emails will go out to the client or other signees.
    1. If Send Reminder is later manually selected on the invoice, all the rules under no. 2 above apply.
    2. If Send Reminder is later manually selected on the document, only the document notification email will go out (to the first/next signee in order who hasn't signed).

If you have automatic invoice reminders enabled on your account at Account Settings > Emails & Notifications, an invoice notification email may be sent out to your client even if you initially selected not to send the invoice + document. If the client is allowed to sign, they will be able to proceed to signature via that email. If it is not the client's turn to sign, they will receive a message letting them know other signatures are needed first before signature/payment can be made.

In this scenario, a document reminder will still need to be manually sent at Documents > Send Reminder when you want other signees to be notified of the document; the invoice reminder email does not trigger contract notification emails to other signees.


Email Behavior When a Document is Sent Without an Invoice and Signing Order is not Enabled

Here's how it works when you send a document directly (without attaching it to an invoice) and signing order is not enabled:

  1. If the client is the only signee, they will receive a document notification email. By following the included link, the client will be directed to sign. (The client does not need a registered AdvicePay account in order to sign!)
  2. If there are 2+ signees, all signees will receive a document notification email at the same time. By following the included link, signees will be directed to sign the document.

Emails Behavior When a Document is Sent Without an Invoice and Signing Order is Enabled

Here's how it works when you send a document directly (without attaching it to an invoice) and signing order  is enabled:

  1. If the client is the only signee, they will receive a document notification email. By following the included link, the client will be directed to sign. (The client does not need a registered AdvicePay account in order to sign!)
  2. If there are 2+ signees, the first designated signee will receive a document notification email. By following the included link, the signee will be directed to sign the document.

Still need help? Contact Us Contact Us