A customer's email does two jobs. handipay sends their invoices and reminders to it, and whoever signs in to handipay with it can see that customer's invoices and pay them. So adding, changing or removing an email changes who can see what.
You do all three from the customer's page. Nothing is emailed when you save.
Add an email to a customer
A customer you added with only a name, or a name and a phone number, has no email. Their page says "No email".
Open Customers and pick the customer.
Press Add email, next to "No email".
Type the email and press Save.
The window tells you what saving will do before you press Save. This is what happens:
- Whoever signs in to handipay with that email can see this customer's invoices, and pay them. They don't have to sign up first: signing in with that email is enough.
- Nothing is sent now. handipay doesn't email the customer when you save.
- From then on, their invoices and reminders go to this email. That includes invoices you sent them some other way. Send and Resend work on those now, and reminders follow your usual schedule.
- Their quotes and jobs take the email too.
When the email belongs to another customer
Sometimes the email you type is already on another customer in your list, such as the same person added twice. handipay doesn't turn it down. When you press Save it asks whether to merge the two, and it changes nothing until you say yes.
A merge moves everything from the customer you're editing to the other customer:
- their invoices, quotes and jobs
- their accounting IDs
The customer you merge into keeps their own details. Anything they're missing, such as a phone number, is filled in from the other customer. Whoever signs in with the email can see all of the invoices.
If both customers have an ID for the same accounting software, handipay shows both and you choose which one to keep. It doesn't pick for you, and the Merge customers button stays off until you've chosen. For what those IDs are, see matching your customers to your accounting software.
On the customer you want to merge away, press Add email, type the email and press Save.
Read the question. If you've changed your mind, press Go back and type a different email.
If it lists an accounting software, pick the ID to keep for each one.
Press Merge customers. You land on the customer you merged into.
Change a customer's email
Open Customers and pick the customer.
Press Change email, next to their email.
Type the new email and press Save.
The old email can no longer see this customer's invoices. Whoever signs in with the new email can, and from then on their invoices and reminders go there. Nothing is sent when you save.
If the new email is already on another of your customers, handipay asks about a merge, as above.
Remove a customer's email
Open Customers and pick the customer.
Press Remove email, next to their email.
Press Remove.
Whoever signs in with that email can no longer see this customer's invoices, and handipay stops emailing this customer. They stay on your list, with their invoices, marked "No email".
To get an invoice to them from then on, share its link or its QR code. Press Get paid on the invoice to find both.
Add emails when you import a list
The customer import can fill in emails as it goes. On the Check the matches step, switch on Add emails to matched customers who have none before you press Import. It's off unless you switch it on.
- It only adds an email to a matched customer who has none. A customer who already has an email keeps it, whatever the file says.
- It works the way Add email does: whoever signs in with the email can see that customer's invoices, and nothing is sent now.
- The switch shows only when the file matches a customer who could take an email.
- The rows that would add an email say "Adds email", and the results count the emails added.
- A row whose email is on another of your customers is not merged. The row's accounting ID still saves, but the email doesn't, and the results list the row under "Emails not added" with a link to that customer. Open it and add the email yourself.
For the rest of the import, see importing your customer list.
Who can change a customer's email
Owners, accountants and managers can add, change and remove a customer's email, and merge customers. Employees see a customer's email on their page but can't change it.
Still stuck? Email [email protected].