Sending simple receipts in payment confirmation emails

  • Profile Image
    louisaclayton
    Asked on June 28, 2021 at 01:25 PM

    Hi there,

    I'm having trouble figuring out how to set up a simple receipt that will automatically be sent to people who pay for their convention attendance.

    I've searched and looked through various resources and tried the PDF editor, but it's very complicated and I'm not getting it.

    I would like a simple receipt sent that shows our logo, event name, name of attendee, their email address and the amount they paid.

    This is the form where I'd like to set this up on:

    https://www.jotform.com/build/211516254867156

    Thanks very much in advance for your help.

    --Louisa

  • Profile Image
    Igor_B
    Answered on June 28, 2021 at 06:06 PM

    Hi Louisa,

    I understand that our PDF editor can get a little confusing at times, but we are doing our best to make it as easy to use as possible. Have you tried using PDF templates for your receipts? We have many receipt templates available.


    If you don't want or don't need to attach a PDF file to your confirmation emails, you can just simply add all the necessary information to your autoresponder email.

    Please check out this guide on how to add the payment details to your emails:

    https://www.jotform.com/help/231-how-to-strip-payment-labels-and-separate-payment-info-on-email-alerts


    I hope this helps,

    Please let me know if you have any questions.


    Best,

    Igor

  • Profile Image
    louisaclayton
    Answered on June 28, 2021 at 07:13 PM

    Hi Igor,

    Yes, I believe I was in the PDF editor trying to modify a "simple template" and couldn't get results with it. I'm not sure if we need an actual PDF attachment, or whether the receipt info in the responder email would be enough, so I will look through the link you sent me.

    Another complicating factor is that we have two name and two email fields as part of the form. The first name and email fields are for the people who may be helping fill out the form for the disabled person (the form is for signing up for a convention for people with disabilities), so I'm not sure whether the name and email fields I see are for the person helping the disabled attendee fill out the form, or for the disabled people who are actually signing up and paying.

    Can you also send me a link to the best explanation for using the PDF templates? Maybe I was looking at the wrong one -

    Thank you again. I appreciate your help -

    -Louisa

  • Profile Image
    Igor_B
    Answered on June 28, 2021 at 08:47 PM

    Hi Louisa,

    Tomorrow I will prepare a more detailed solution to your problem.

    Best,
    Igor

  • Profile Image
    louisaclayton
    Answered on June 28, 2021 at 09:04 PM

    That would be so awesome, Igor -

    Thanks very much!

    Louisa

  • Profile Image
    Igor_B
    Answered on June 29, 2021 at 01:15 PM

    Dear Louisa,I have created a simple form with automatic receipt delivery in PDF format. https://form.jotform.com/211794522361050

    Just by setting different names for each input field, you can easily differentiate between caretaker and participant.


    Now to the most important part - the email.

    1. Go to Settings -> Emails -> add an email, and add a new autoresponder email, or you can edit the existing one:1624985264_60db4eb00bc09_
    2. Now you can remove all the contents of the email and add your own text. From the Form Fields drop-down list you can choose any variable submitted by the user. I have used Submission ID as the Order number to make things easier, we will use the same number in our PDF.
    3. 1624985534_60db4fbe372c5_
    4. Now for the PDF. In the Advanced Tab. Turn PDF Attachment On, the Default Document should be already selected, if not, please select it. Next, click the Open in PDF Editor button on the right (The small square with an arrow)1624985985_60db5181cc0ae_
    5. The PDF Editor will open in a new Tab, create a new PDF document and add a name to it. I much prefer the side by side layout for things like receipts:1624986327_60db52d78a82c_
    6. Now you can edit your receipt as per your liking. As the Order Number, I have used Submission ID from Form Elements. 1624986554_60db53ba12761_
    7. Now please click the Roller Icon in the top right corner -> Customize -> PDF File Name, you can use a variable in the filename (I used the Submission ID) to make it look more professional.1624986711_60db54576df7d_
    8. Now, all you need to do is go back to your Tab with the autoresponder settings, choose Recipients and select the participant email.
    9. 1624986816_60db54c078953_

    Please remember to hit the green SAVE button.
    Your Participants will receive a following e-mail after completing the purchase:
    1624987297_60db56a12969f_

    I hope this small tutorial will help you get everything set.

    Please let me know if you have any questions,

    Best,

    Igor

  • Profile Image
    louisaclayton
    Answered on June 29, 2021 at 07:53 PM

    Hi Igor,

    I really appreciate the detailed instructions you sent! Great! I'm not sure if I saw every step you outlined, but I think I think I have set it up correctly.

    I only had one question: Step 8 says to select the Recipients. Since we have not opened Registration yet, we have no people who have filled out the form. We have no way of knowing who will and who will not register for the event. I was hoping to have a receipt that would go out automatically to all individuals (yet to be determined) right after they register and submit payment for the event. Is the form set up to do this?

    Thank you!

    Louisa

  • Profile Image
    Igor_B
    Answered on June 29, 2021 at 08:12 PM

    Hi Louisa,
    I am happy to hear you have got your form working.
    When your form collects more than one email, you can choose which address the receipt will be sent to. In this case, you can choose if this is going to be Participant Email or Caretaker Email.

    For this, you need to have your email fields set up correctly in your form.

    1625011792_60dbb6502c406_

    Hope this helps,
    Best,
    Igor

  • Profile Image
    louisaclayton
    Answered on June 30, 2021 at 10:54 AM

    Hello there,

    Very distressing!

    Sadly, in the process of trying to get my receipt going, I seem to have deleted all my fields in my very complicated form. Is there a way you can restore my previous form from about June 28th!

    Thank you,

    Louisa

  • Profile Image
    louisaclayton
    Answered on June 30, 2021 at 10:59 AM

    Wow! I just figured out the Revision History option. Whew! Still trying to figure out the simple receipt.

    Thank you,

    Louisa

  • Profile Image
    louisaclayton
    Answered on June 30, 2021 at 11:54 AM

    Hello again, Igor :-)

    Thank you for your patience and continued support. I very much appreciate it.

    When I click on the Auto-Responder (under email settings) and go to select Recipient, I don't see the name field of the person who should receive the receipt. I see "Email" but not "Name." (see attached screenshot)1625068794_60dc94fa399da_Jotform6_30-1.j

    I'm thinking I don't have the fields identified correctly on the form, though I don't see clearly how to do that.

    Currently I am working in a test file, so that I don't mess up my original somehow. It is here:

    https://www.jotform.com/build/211785076271155

    When I test this form live, the payment goes through, but I have not received any auto response email with receipt.

    Thank you in advance for your continued help -

    Louisa

  • Profile Image
    Igor_B
    Answered on June 30, 2021 at 02:40 PM

    Hi Louisa,
    Let me test your form and I will come back to you with the results ;)


    Best,
    Igor

  • Profile Image
    louisaclayton
    Answered on June 30, 2021 at 02:54 PM

    Thank you so much, Igor!

    -Louisa

  • Profile Image
    Igor_B
    Answered on June 30, 2021 at 03:16 PM

    Dear Louisa,

    The Recipient field needs to contain an email address - it is, the address that the receipt will be sent to, so in your case, you can just pick the Email field. I have cloned and tested your form and the autoresponder e-mail has worked just fine.


    1625079589_60dcbf251ae66_

    1625079549_60dcbefd220d9_


    I have made the email look a little cleaner and added it as "Automatic Receipt Autoresponder" to your test form, feel free to use it and adjust it to your liking. Remember to only have one active autoresponder.
    1625080504_60dcc2b834cfe_

    1625080539_60dcc2dbcf7e8_

    Let me know if you have any more questions,
    Best,
    Igor

  • Profile Image
    louisaclayton
    Answered on June 30, 2021 at 04:28 PM

    Igor, you are so patient and thorough. I really appreciate your help, though I apologize for monopolizing your time!

    I tested the form on the live test form, with some success! I received two emails, per the attached screenshot. The second one looked much better. So thinking having only one active auto-responder would give me just one email/receipt, I deleted the other two auto-responders and tested once again but this time did not receive a response email with receipt. Should I not have deleted those other two autoresponders? I wasn't sure about how else to deactivate them.

    I then went to our live form (the non-test form):

    This form:

    https://www.jotform.com/build/211516254867156

    (Live here on our website:)

    https://www.peoplefirstofwashington.org/convention1.html

    ...to try and replicate what you did on the test form. I didn't see your nice PDF there, so recreated one. I then went to our website and filled out and form and paid for Plan #1. I got an error.

    Can you tell me what I did wrong? I'm sure plenty...!

    Thanks again,

    Louisa

    1625084874_60dcd3ca2bfab_Jotform6_30-2.j1625084873_60dcd3c9d59df_Jotform6_30-Pay

  • Profile Image
    Igor_B
    Answered on June 30, 2021 at 04:42 PM

    Hi Louisa,

    I am happy to help you get everything working.

    Regarding the autoresponders - you should have left one, just as you did. Just remember to put your own email in the Email field when testing the form, otherwise the autoresponder message will go somewhere else (I have done that mistake plenty of time when testing forms, adding a placeholder email like a@a.com and wondering why the autoresponder didn't work). Also, give the autoresponder a minute to work (these emails always arrive a bit later than submission notifications).

    As per the payment error you got. Please give me a while to investigate this issue, I am sure we will get it working soon.

    Best,
    Igor

  • Profile Image
    Igor_B
    Answered on June 30, 2021 at 04:58 PM

    Hi Louisa,

    We just had another user with a similar issue. This steps might fix it:

    • Open a browser in private/incognito mode. Disconnect the Square authentication, then clear form caches:
    • https://www.jotform.com/help/229-how-to-clear-your-form-cache?
    • Now go back to the form builder and switch the Square payment field from live mode to Test, then back to live mode again.
    • The new authentication should then require logging into your Square account and produce a completely fresh authentication

    Please let me know if this helped you,

    Best,

    Igor

  • Profile Image
    louisaclayton
    Answered on June 30, 2021 at 05:04 PM

    Thank you for the info, Igor. I will try to get to the bottom of the issue. I may have someone else test it as well.

    On the previous issue about receiving the auto email/receipt:

    Re: your input about putting my email in email field when testing... If I go to the website and test where the form is live and make a real purchase in real time (which I was trying to do), shouldn't I automatically get a receipt if I entered my proper email on the form (and assuming the payment goes through)?

    Thank you!

    Louisa

  • Profile Image
    Igor_B
    Answered on June 30, 2021 at 05:08 PM

    Hi Louisa,
    Yes, it should work that way. Autoresponder email should go to whichever address you type into Email field in your form. I have checked that you have it configured that way, so there should be no problems with that.

    Best,
    Igor

  • Profile Image
    louisaclayton
    Answered on June 30, 2021 at 09:22 PM

    Thank you, Igor. I went through the cache-clearing steps in Incognito mode, and have a request in to the person who can reconnect Square to do so. After she does that, I'll test again. I think I overloaded it today! I'll let you know if I have any success!

    Thank you!

    Louisa

  • Profile Image
    louisaclayton
    Answered on July 01, 2021 at 11:47 AM

    Hello Igor,

    I hope your week is going well -

    Is it possible for me to transfer the nice PDF receipt template you created in my test form over to my live form? You did such a nice job on that!

    Thank you,

    Louisa

  • Profile Image
    Igor_B
    Answered on July 01, 2021 at 04:24 PM

    Hi Louisa,
    My week is going awesome, great weather so far, what about yours?

    I think the easiest way to achieve what you are looking for is to create a PDF template and then use it in your main form.

    Here you can find a short guide on how to create and use your own template:
    https://www.jotform.com/answers/1650740-how-to-create-a-pdf-template

    I hope it helps,
    Please let me know if you would need some more help with that.

    Best,
    Igor

  • Profile Image
    louisaclayton
    Answered on July 01, 2021 at 07:11 PM

    Hi Igor,

    We have success with our form -- payments going through, auto-email received with amount paid. My client is happy, so I think I will go with it as is. It is working great thanks to your patience and great help!

    Have a wonderful rest of your week!

    And thanks again,

    Louisa