Notification Templates
Actuary POS Software can send automatic messages to customers and suppliers at key moments — like after a sale, when a payment is received, or when stock is running low. You can customise exactly what these messages say.
What You'll Learn
- What notification templates are
- How to customise email and SMS notifications
- Which tags (placeholders) you can use in messages
- How to enable or disable specific notifications
What Are Notification Templates?
Notification templates are pre-written messages that Actuary POS Software sends automatically when certain events happen. For example:
- A customer receives a "Thank You" email after a purchase
- A supplier gets notified about a new payment
- A staff member receives a reminder about low stock
You can customise the wording, subject line, and format of these messages.
How to Find Notification Templates
- Go to Notification Templates from the left sidebar.
- You'll see a list of templates, organised by type:
- Email Notifications
- SMS Notifications
- Each template shows its name, subject, and whether it's active.
📸 [Screenshot: The Notification Templates page showing the list of available templates]
How to Edit a Notification Template
- Go to Notification Templates.
- Find the template you want to change.
- Click the Edit (pencil) button.
- You'll see:
- Subject — the email subject line (for email notifications)
- Body — the message content
- Available Tags — a list of placeholder tags you can use
- Edit the subject and body as needed.
- Use tags (like
{contact_name}or{invoice_number}) to insert dynamic information. - Click Save.
📸 [Screenshot: The notification template editor showing subject, body, and available tags]
Available Notification Types
| Notification | When It's Sent | Channels |
|---|---|---|
| New Sale | After a sale is completed | Email, SMS |
| Payment Received | When a payment is recorded | Email, SMS |
| Payment Reminder | When a customer has an outstanding balance | Email, SMS |
| New Purchase Order | When a purchase order is created | Email, SMS |
| Purchase Payment | When a payment to a supplier is made | Email, SMS |
| New Quotation | When a quotation is created | Email, SMS |
| Stock Alert | When stock falls below reorder level | |
| Items in Stock | When out-of-stock items are restocked | |
| Customer Birthday | On the customer's birthday | Email, SMS |
Using Tags in Templates
Tags are placeholders that get replaced with real data when the message is sent.
Common Tags
| Tag | What It Becomes |
|---|---|
{contact_name} |
Customer or supplier name |
Actuary POS Software |
Your business name |
{invoice_number} |
The sale/purchase reference number |
{total_amount} |
The total amount of the transaction |
{paid_amount} |
Amount already paid |
{due_amount} |
Remaining balance |
{transaction_date} |
Date of the transaction |
{business_logo} |
Your business logo (in emails) |
{location_name} |
The business location name |
💡 Tip: The full list of available tags is shown on the editor page when you edit each template.
Example Template
Subject: Thank you for your purchase — Invoice {invoice_number}
Body:
Dear {contact_name},
Thank you for shopping with Actuary POS Software!
Your invoice number is {invoice_number}.
Total amount: {total_amount}
Paid: {paid_amount}
We appreciate your business!
Best regards,
Actuary POS Software
How to Enable or Disable Notifications
- Go to Notification Templates.
- Find the notification you want to toggle.
- Use the Auto Send toggle to turn it on or off.
- ON — message is sent automatically
- OFF — message is not sent (but the template is saved for later)
📸 [Screenshot: The Auto Send toggle on the notification templates page]
Email Setup
For email notifications to work, your system must have email configured:
- Go to Business Settings → Email tab.
- Enter your email settings:
- Mail Driver (SMTP, Mailgun, etc.)
- SMTP Host and Port
- Username and Password
- From Address — the email address that appears as the sender
- From Name — the name that appears as the sender
- Click Save.
📸 [Screenshot: Business Settings Email tab with mail configuration fields]
⚠️ If email settings are not configured, email notifications won't be sent. Ask your system administrator for the correct settings.
SMS Setup
For SMS notifications to work:
- Go to Business Settings → SMS tab.
- Select your SMS Gateway (Nexmo, Twilio, etc.).
- Enter your gateway credentials (API key, API secret, etc.).
- Enter a Sender ID — the name or number recipients see.
- Click Save.
📸 [Screenshot: Business Settings SMS tab with gateway selection and credentials]
Common Questions
Q: Why aren't my notifications being sent? A: Check: (1) Is the template set to Auto Send? (2) Are your email/SMS settings configured correctly? (3) Does the contact have an email/phone number?
Q: Can I send a notification manually? A: Specific sales and transactions have a "Send Notification" button that lets you resend the notification.
Q: Can I use HTML in email templates? A: Yes, email templates support basic HTML formatting (bold, italic, links, tables).
Q: Will customers receive both email and SMS? A: Only if both channels are enabled and the customer has both an email address and phone number on file.
Tips & Best Practices
- 📌 Personalise your templates — use tags to include the customer's name and invoice details
- 📌 Keep messages short especially for SMS — SMS has character limits
- 📌 Test before going live — send a test notification to yourself first
- 📌 Set up Payment Reminders to automatically remind customers about outstanding balances
- 📌 Update templates when you rebrand or change contact details