Configure notification messages
Service Buddy sends automatic notifications to clients when invoices, quotes, and jobs are created or updated. You can control which notifications are active and customise the footer notes that appear at the bottom of outgoing emails.
Manage notifications for each work type
Section titled “Manage notifications for each work type”Notification settings are configured separately for quotes, jobs, and invoices, under the Work Settings section of Settings:
- Settings → Quote — controls new quote emails, quote approval notifications, and quote reminders.
- Settings → Job — controls booking confirmations, upcoming job reminders, and custom notifications.
- Settings → Invoice — controls new invoice emails, payment receipts, invoice reminders, and automated paid notifications.
Within each settings page you can toggle notifications on or off and adjust timing (for example, send a reminder 1 day after the document is sent).
Add a footer note to emails
Section titled “Add a footer note to emails”Footer notes appear at the bottom of all outgoing emails for a given work type — useful for adding disclaimers, payment terms, or other standard text.
- Go to Settings → Quote or Invoice (depending on which emails you want to update).
- Find the Footer Notes section.
- Enter the text you want to appear at the bottom of outgoing emails.
- Click Update.
Custom job notifications
Section titled “Custom job notifications”For jobs, you can create custom notification messages (for example, a pickup reminder for a specific service):
- Go to Settings → Job.
- In the Custom Notifications section, click Add.
- Write the notification message and configure when it should send.
- Click Save.
What’s the difference between automatic notifications and ad-hoc messages?
Automatic notifications are templated emails/texts that Service Buddy sends on its own when something happens (an invoice was sent, a payment was received, a job is upcoming). Ad-hoc messages are what you type from the client record. Use automatic for predictable touch points; use ad-hoc for everything else.
Should I customize the default notification messages?
For the email subject and body — yes, when the default doesn’t match your brand voice. Most retailers leave the structure alone but adjust the tone (more friendly, more formal) and add their phone number/website to the footer.
Can I use different messages for different clients?
The system notification settings are account-wide — same message goes to every client. For client-specific messaging, use ad-hoc messages from the client record. For client-segment messaging (e.g., commercial clients vs residential), most retailers use ad-hoc emails with a saved message template.
When does a custom job notification fire?
When you configure it in Custom Notifications with a trigger — typically X days before or after a job’s scheduled start. Common uses: “your install is tomorrow” reminder 1 day before, “thank you for your install — please review us” 2 days after.
How do I disable a notification I don’t want sent?
Toggle it off in the relevant Settings page (Quote, Job, or Invoice). The notification stops firing immediately. Existing past records aren’t affected — only future events trigger the (now disabled) notification.
Will the client see “Sent from Service Buddy” or my company name?
Your company name and email — Service Buddy isn’t visible in the client-facing notifications. The branding the client sees is what you’ve configured in Company Settings and Company Branding.
Can I include placeholders like the client’s name automatically?
Yes — system notifications include placeholders for things like first name, invoice total, and job date. The defaults already use these. When customizing, keep the placeholders in place so each message gets personalized automatically.