Customize the invoice email
Change the greeting, intro text, signature and subject of the email your invoice arrives in. Why this is not the booking confirmation.
When you send an invoice, it goes out in its own email. That email is separate from the booking confirmation your customer receives after booking, and you can set its wording yourself.
The invoice is not sent with the booking confirmation, and you cannot attach an invoice to a booking confirmation. The two emails are edited in different places.
What the email says
The default layout, top to bottom:
| Part | Content |
|---|---|
| Subject | Rechnung RE-2026-0001 von Muster GmbH |
| Greeting | Guten Tag, |
| Intro | anbei erhalten Sie die Rechnung RE-2026-0001 über 169,00 € als PDF sowie als elektronische Rechnung (XML). Vielen Dank für Ihren Auftrag. |
| Payment | The due date, or a note that nothing is left to do when the invoice is already paid |
| Payment link | A Rechnung online bezahlen button, where it applies |
| Closing | Bei Fragen antworten Sie einfach auf diese E-Mail. |
| Signature | Sign-off, company name and your contact details |
The invoice is attached as a PDF and as machine-readable e-invoice XML. Offers go out as a PDF only.
Offers and cancellation invoices adapt automatically. An offer states its validity date instead of a due date, and a cancellation invoice asks for no money, so it gets no payment paragraph at all.
The generated wording is German, because that is what most sellers on meetergo send to their customers. If you invoice in another language, replace the greeting, intro text and signature with your own wording as described below.
Change the wording
- Open Invoicing.
- Switch to the Settings tab.
- Scroll to the Email wording section.
- Change what you need and save.
There are four settings:
- Address customers informally switches the generated sentences from "Sie" to "du".
- Salutation replaces
Guten Tag,orHallo,. - Opening paragraph replaces the whole sentence carrying the document number and the amount.
- Signature replaces the sign-off, company name and contact details. Line breaks are kept.
Any field you leave empty keeps the default text. The setting applies to all invoices, offers and credit notes in your company.
If you write your own intro text, mention the invoice number and amount yourself. Your text fully replaces the generated sentence that otherwise carries both.
Subject per invoice
The subject can also be set per document. Enter it in the Subject field in the invoice editor, for example Rechnung Beratung Juni 2026. If you leave it empty, meetergo uses Rechnung <number> von <company>.
Payment link
When sending, you can turn on Include a payment link so your customer can pay online. The button only appears where it makes sense, meaning on an open invoice and only if you have connected a payment provider. Invoices that are already paid, cancellations and offers get no payment link.
Send invoices automatically after a booking
Invoices created from bookings use the same email. For one to go out without you doing anything, two switches have to be on:
- On the meeting type, under Payment: turn on Create an invoice automatically after booking. This is the opt-in per meeting type, and free meeting types are never invoiced.
- In Invoicing settings, under Invoices from bookings: turn on Email the invoice to the attendee.
If the booking was paid online, the invoice is issued right away and the email goes out immediately.
If the booking is paid by invoice, a third switch comes into play: Issue invoices immediately. With it off, you first get a draft to review in your invoice list. Drafts are never emailed, so you issue and send them yourself.
An issued invoice receives its final number and can only be corrected with a cancellation or a credit note afterwards. If you would rather check invoices from bookings first, leave Issue invoices immediately off.
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