ℹ️ Who this tutorial is for
Want to send emails to clients when they purchase a specific product or receive a billable treatment? Peptalkr allows you to automate invoice-based emails to provide aftercare, usage instructions, or follow-ups, enhancing the client experience.
Invoice-based triggers are perfect for sending automated emails when a client purchases a product or receives a treatment that is set up as a billable item in Cliniko. These emails can:
Provide instructions on how to use a product (bonus tip: include a video!).
Send aftercare information for treatments that are not standard Cliniko treatment types (e.g., injections, additional services).
Deliver post-procedure instructions for surgeries or specialised treatments.
Peptalkr makes it easy to automate these emails so your team doesn’t have to send them manually.
Peptalkr cannot attach invoices or include financial details in these emails. Cliniko will handle invoice emails separately. See Cliniko’s help guide for details.
📋 What you'll need to do
💌 Create a Transactional email
⚡️ Connect an Email trigger to it
💌 Transactional Emails | ⚡ Email Triggers |
Automated emails sent in relation to specific Cliniko appointments or invoices. Can be marketing OR non-marketing content. | Specify the who, what, and when of your transactional email, giving you complete control over patient targeting. Only used for Transactional email. |
📱 Wanting to send this as an SMS? Just skip ahead to Step Two - these instructions are applicable to both email and SMS.
🎨 The email template
Peptalkr provides several pre-built appointment templates, including various templates suitable for sending purchase follow ups:
A "personal letter" template from their treating practitioner
A plain email appearing to come from reception
When you create a transactional email, you can use any of these as a starting point for your email, customising the subject line, sender details, email content and design to suit your needs - or create your own from scratch or any other template.
⏱️ The timing
Your invoice-based emails can be triggered at different times based on your needs. Some common approaches include:
✔ Immediately after purchase – Great for product instructions and aftercare advice.
✔ A few days after treatment – Ideal for timed aftercare guidance (e.g. time to change your dressing)
✔ Weeks or months later – Useful for follow-ups on product effectiveness.
🚨 Important: Each interval requires its own 💌 Transactional Email and Trigger.
💌 Step One: Create a transactional email
Go to the Email manager tab > Transactional Emails to create your email.
🔗 Check out our guide to creating a transactional email if you have never done this before, or need a refresher on this this process.
Once you have created and pressed Finish on your Transactional Email and you see the Ready to start triggering message - it’s time to connect a trigger.
🚨 Important: Invoice-based triggers are not compatible with some variables, including appointment and practitioner variables. Read more
→ Invoice-triggered subject line examples
Here are some subject lines for common intervals:
Subject Line | |
Email #1 | Your new purchase: How to get the best results |
Email #2 | Here’s what to expect after your procedure |
Email #3 | How are your Orthotics going, |
→ Sender name and email
You can choose the Name and Email address that sends each email.
Reactivations are powerful when sent by the treating practitioner or admin/reception! But change it up for best results.
🔗 Check out our guide to setting a sender name and email here.
⚡️Step Two: Connect a trigger
Go to the Email triggers tab to complete this step (or the Send SMS tab if doing as an SMS).
🔗 Check out our guide to creating an email trigger if you have never done this before, or need a refresher on this this process.
→ Trigger settings
When you create a trigger, you'll be walked through the steps to configure your trigger to your specific needs.
To demonstrate, here are some examples of settings:
Example 1: Product instructions
Setting | Value |
Trigger Name | Post Purchase - Orthotics |
Trigger Type | Automated Recurring |
Marketing Type | Non-marketing |
Triggering Event & Timing | After an invoice is paid; 1 hour |
Filters | Select the specific product(s) this email should target |
Frequency | Every time the conditions are met |
Template | Select the email you created in Step One |
Example 2: Aftercare advice - change dressing
Setting | Value |
Trigger Name | Surgery Aftercare - 3 day dressing change |
Trigger Type | Automated Recurring |
Marketing Type | Non-marketing |
Triggering Event & Timing | After an invoice is created; 3 days |
Filters | Select the specific billable item(s) this email should target |
Frequency | Every time the conditions are met |
Template | Select the email you created in Step One |
✅ Ready to turn on
💡 Helpful Tips:
Choose the right trigger event (invoice created vs. invoice paid) based on when you want the email sent.
Ensure proper filtering by selecting only the relevant product or treatment. Do not select both products and billable items in one trigger - as this will require the invoice to have at least 1 of the chosen products and 1 of the chosen billable items both on it (unless you need that).
Use personalised variables (e.g., [patientfirstname]) to make emails more engaging.
🎯 Final Checks:
✔️ Test your email before enabling automation
✔️ Ensure your trigger is correctly targeting the right patients
✔️ Check delivery reports to monitor email success
🚀 That’s it! Repeat this process as many times as needed until you cover all scenarios where you wish to send an invoice-triggered email.