Receipts & messages
Every message Clipp sends about a payment or refund: what triggers it, who gets it, and what it says. Online payments always send a receipt. Payments the supplier records by hand send one only when the supplier ticks Notify customer about this payment update. A refund given when an order is cancelled always tells the customer; a refund from the invoice tells the customer only when the supplier ticks Notify customer. Corrections and deletions tell the customer only when ticked, and then only with a generic "payment updated" message.
The full catalogue of Clipp's messages lives under Notifications.
Who uses it
- Restaurants receive receipts, refund notices and "payment updated" messages.
- Supplier staff receive a Payment Received push for every payment except one recorded across several invoices, an email for online payments, and an email for every refund.
How it works
When each message goes out
| Action | Customer told? | Supplier told? |
|---|---|---|
| Supplier records a payment (one invoice) | Only if Notify customer about this payment update is ticked (unticked by default) | Push only |
| Supplier records a payment across several invoices | Never | Never |
| Customer pays by card | Always | Push and email |
| Customer pays by bank | Always, when submitted and again when it clears. Nothing if it fails. | Push and email, each time |
| Supplier charges the customer's saved card | Always | Push only; no email, because the supplier started the charge |
| Supplier edits or deletes a payment, refund or credit | Only if ticked | — |
| Supplier refunds from the invoice | Off. Only when Notify customer is ticked | Email to the business address, only when ticked |
| Supplier cancels an order and refunds it | Always | Email to the business address |
| Store credit given or taken directly | See Store credit | — |
A payment receipt goes out only when the invoice ends up Paid, Partially paid or Processing. The pushes go out regardless.
Who receives them
| Recipient | Means |
|---|---|
| The customer's email contacts | The email addresses the supplier keeps for this customer, plus the customer's business address. See Customer info. |
| The customer's staff by text | Restaurant team members whose role can see orders (receipts), orders or payments ("payment updated"), or invoices (refunds) |
| The customer's app | Push to the restaurant's business |
| The supplier's staff | Push to the supplier's business. The online-payment email goes to staff whose role can see orders or invoices. The refund email goes only to the supplier's business email address. |
Clipp can mute email, texts or push for a supplier, which silences every message on this page for that supplier's customers. It's a Clipp-only setting with no screen.
What they say
Payment receipt
| Channel | Content |
|---|---|
| Email restaurant-payment-receipt (to the customer) | Amount paid, invoice number, customer and supplier names, remaining balance (when there is one), payment status and a link. The customer's copy of the invoice PDF is attached. (The email's wording lives in SendGrid; verify there.) |
| Email supplier-payment-receipt (to the supplier; online payments only) | Customer, invoice number, amount, method ("Online" or "ACH"), a Payment Summary badge (PAID, PARTIALLY PAID or PROCESSING), the outstanding balance while something is owed and a link to the order. The supplier's copy of the invoice PDF is attached. |
| Text (to the customer) | "Clipp: Thank you for your payment! $100.00 applied on order INV-1001 from {Supplier}. Remaining balance: $150.00. Tap here to view." The balance line appears only when something is still owed. |
| Push (to the customer) | Thank you for your payment! "$100.00 applied on order INV-1001 from {Supplier}." |
| Push (to the supplier) | Payment Received from {Customer}, opening the invoice |
The amount is the part applied to the invoice. If a $300.00 payment on a $250.00 invoice made $50.00 of store credit, the receipt says $250.00.
The receipts keep the wording they have always had. They read the payment status: a payment still processing is told as being processed (and, to the customer, that bank transfers settle in 1–4 business days), a partial payment as a partial payment with the balance left, and anything else as paid. A bank payment is told as processing while it is in flight, and by the invoice's own status once it clears.
Order emails
Orders send five lifecycle emails: placed (to the supplier), confirmed, dispatched, delivered and canceled (to the customer). Dispatched and delivered attach the invoice and, while something is owed, carry a Pay Invoice button; otherwise the button reads View Invoice. A canceled order's pay link stops working (SOE-001 to SOE-003, SOE-008).
Payment updated
| Channel | Content |
|---|---|
| Email restaurant-payment-updated | Customer and supplier names, invoice number and a link (wording in SendGrid; verify) |
| Text | "Clipp: Payment updated on order INV-1001 from {Supplier}. Tap here to view." |
| Push | Payment Updated "{Supplier} order INV-1001 payment has been updated. Tap for details" |
There's no amount, and refunds, credits, edits and deletes all read the same way.
Refund issued
| Channel | Content |
|---|---|
| Email restaurant-refund-received (to the customer) | Refund amount, method ("Cash", "Check", "Store Credits", "Other ACH"…), invoice number, both names, a link, the customer's copy of the PDF and, on a cancellation, the reason (the supplier's note, or else the chosen reasons) |
| Email supplier-refund-issued (to the supplier's business email) | The same details, with a link to the invoice and the supplier's copy of the PDF |
| Text (to the customer) | "Clipp: Refund Issued. $50.00 has been refunded for your order INV-1001 from {Supplier}. Tap here to view." |
| Push (to the customer) | Refund Issued "$50.00 has been refunded for your order INV-1001 from {Supplier}." |
Calculations
Remaining balance in a receipt = the invoice's balance due after the payment. On a $250.00 invoice:
| Payment | Status after | Text says |
|---|---|---|
| $100.00 cash, Notify ticked | Partially paid | "…$100.00 applied… Remaining balance: $150.00." |
| $150.00 cash, Notify ticked | Paid | "…$150.00 applied…" (no balance line) |
| $100.00 cash, Notify unticked | Partially paid | nothing to the customer; the supplier gets the push |
| $100.00 bank, online | Processing | receipt sent; a second one when it clears |
Where it shows up
Email, text and push to the restaurant and supplier, as above. Links open the order for whoever clicks them: the restaurant's order screen or the supplier's order page (verify the exact page).
Permissions
None to send: messages follow from the action. Who receives them depends on each team member's role, as above.
Decisions
- Hand-recorded payments notify the customer only when the supplier asks. The box starts unticked. (#1998)
- Corrections are quiet unless the supplier ticks the box. (#2306)
- Online payments always send a receipt; a failed bank payment sends nothing. (#2343)
- The supplier gets an email only for money it didn't key in itself: online payments, not its own cash entries.
- A supplier-initiated card charge does not email the supplier. They started it. (#2492)
- Pay links are revoked when an order is canceled, including links minted before the order moved to the new system. (#2473)
- Every channel respects the supplier's Clipp-managed mute. (#2450, #2452, #2453)
Specs
SOE-001 to SOE-008 in sale-order-emails.feature cover the sale-order emails. IMM-028 and IMM-029 in invoice-money-movements.feature cover this page; see Bookkeeping effects. The customer-info specs (DDEM-004, DDEM-009, DDEM-013, DDPN-010, DDSM-003) cover the names used in these messages.
Known limitations
- No receipt for multi-invoice payments.
- No message when a bank payment fails, to either side.
- "Payment updated" never says what changed, and IMM-029's refund wording isn't built.
- A cancellation's refund notices can't be turned off, even with notify unticked. A refund from the invoice is silent unless Notify customer is ticked, and then the supplier's own email goes too.
- The supplier's refund email goes only to the business address.
- The supplier gets a push for its own hand-recorded payments, and for every online payment.
- Email wording isn't in the code repository; it's edited in SendGrid.
FAQ
My customer didn't get a receipt for the cash I recorded. Receipts for hand-recorded payments go only when Notify customer about this payment update is ticked.
Why did the customer get two receipts for one bank payment? A bank payment sends one receipt when submitted (processing) and another when it clears (SOE-004).
Can I stop refund emails going to the customer? On a refund from the invoice, leave Notify customer unticked (the default). Every refund given on a cancellation notifies the customer.
Who gets the supplier emails? Online payment emails go to your team members whose role can see orders or invoices. Refund emails go to your business email address.