This guide will help you understand how to request updates to your email receipt templates. As your payment gateway provider, we handle these updates on your behalf. Simply follow the instructions below to request changes.
Why You Might Want to Update Your Email Receipt Templates
Merchants often request changes to their email templates for many reasons, including:
- Branding Updates: Adding your logo or changing company information.
- Compliance Requirements: Adding legal disclaimers or surcharge disclosures.
- Operational Preferences: Including custom fields or order details that are specific to your business.
- Customer Experience Improvements: Personalizing messages, adding thank you notes, or ensuring customers see the most relevant transaction details.
- Simplification: Removing unnecessary fields to make receipts clearer and easier for customers to understand.
Types of Email Receipt Templates You Can Modify
The following email receipt templates can be updated based on your business needs:
1. Merchant Email Receipt
The Merchant Email Receipt is sent to you (the merchant) whenever a sale, capture, or credit is approved.
Note: To receive these receipts, you must have the "Receive Transaction Receipts" notification enabled in your user settings.
2. Customer Email Receipt
The Customer Email Receipt is sent to your customer when you choose to email a receipt directly from your Virtual Terminal, either before processing the payment or afterward from the Transaction Details page.
3. Printable Receipt
The Printable Receipt is a physical copy of the transaction that you can print after processing a sale, capture, or credit.
Common Changes You Can Request
Here are examples of the most common updates merchants request for their receipts:
Add a "Pre-Surcharge" Amount to Receipts
For merchants using Convenience Fees or Surcharging, you can request that a pre-surcharge amount is displayed on receipts. Please include any specific wording you'd like to appear along with this amount.
Add Merchant Defined Fields
If you collect custom data fields (Merchant Defined Fields), you can request to include these on your receipts. Be sure to specify which exact fields you'd like to add.
Update the Subject Line of Emailed Receipts
Customize the subject line your customers see when they receive their receipt email. Provide the exact wording you would like used.
Remove Certain Fields
You may request to remove specific fields from any receipt template to simplify the appearance. Specify exactly which fields you would like to be removed.
Add Custom Verbiage or Messages
You can personalize receipts with custom text such as thank you notes, promotional messages, or business policies. Please provide the exact wording and indicate where on the receipt you want this text to appear.
Add an Image (e.g., Logo)
You can include an image, such as your company logo, on your receipts.
Important: The image must be hosted online. Follow these steps to provide the correct image URL:
- Locate your image on the web.
- Right-click the image (or Ctrl + click on a Mac).
- Select "Copy Image Address."
- Paste this link into your email request.
Note: Images cannot be attached to the email. If the image is not hosted online, we will not be able to display it on the receipt.
How to Submit Your Email Template Change Request
To request changes to your email receipt templates, please contact your Merchant Service Provider directly. Include the following information in your email request to ensure prompt processing:
-
Merchant Identifying Information:
- Your Merchant Username.
-
Detailed List of Requested Changes:
- Specify which template(s) you want updated (Merchant Email Receipt, Customer Email Receipt, Printable Receipt).
- Clearly describe each change requested, providing exact text or URLs as needed.
-
Contact Information:
- Include your name and best contact information in case additional clarification is needed.
Example Request:
- Merchant Username: ABC_CoffeeShop
- Templates: Customer Email Receipt
- Changes:
- Add custom message: "Thank you for your purchase! Please visit us again."
- Add company logo using image URL: https://example.com/logo.png
How to Change the "From" Email Address
You have the ability to change the "From" email address directly in your Merchant Portal.
To update your "From" Email Address:
- Log into your Merchant Portal.
- On the left-side panel, click on Options.
- Select Settings.
- Under General Options, click on Account Information.
- Update the Receipts "From" Address field with the email address you'd like your customer-facing emails (such as transaction receipts and invoices) to be sent from.
- Click Save. The change will take effect immediately.
If this field is left blank, emails will show as coming from the address entered in the "Email Address" field.
You can also add a Reply-To Address, which sets the email address customers will reply to if they respond to automated emails.
Processing Time
Once your request is submitted, the support team will process your update. If any additional information is required, they will contact you for clarification.
Need Further Assistance?
If you have any questions or need help preparing your request, please reach out to your Merchant Service Provider for assistance. They are ready to guide you through the process.