Prerequisites<\/h2>\n
Before you begin, ensure that:<\/p>\n
- \n
- WHMCS is installed and accessible.<\/li>\n
- You have administrator privileges.<\/li>\n
- Email sending is configured in WHMCS.<\/li>\n
- You understand the purpose of the custom invoice email.<\/li>\n<\/ul>\n
Step 1: Log in to the WHMCS Admin Area<\/h3>\n
Access your WHMCS administration panel using your administrator credentials.<\/p>\n
After logging in, you’ll have access to all configuration settings, including email templates.<\/p>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/whmcs-dashboard-22.webp\")
<\/p>\n<\/p>\n
Step 2: Navigate to Email Templates<\/h3>\n
From the WHMCS admin dashboard:<\/p>\n
- \n
- Navigate to\u00a0 Configuration Icon \u2192 System Settings<\/strong><\/span><\/li>\n<\/ul>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/icon-sys-set-21.webp\")
<\/p>\n<\/p>\n
- \n
- Select Email Templates<\/strong>.<\/li>\n<\/ul>\n
This section contains all system email templates used by WHMCS.<\/p>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/email-7.webp\")
<\/p>\n<\/p>\n
Step 3: Create New Email Template<\/h3>\n
In the Email Templates page:<\/p>\n
- \n
- Click Create New Email Template<\/strong>.<\/li>\n
- A form will appear requesting template details.<\/li>\n<\/ol>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/new-2.webp\")
<\/p>\n<\/p>\n
You will need to provide:<\/p>\n
Email Type<\/h3>\n
Choose:<\/p>\n
Invoice<\/strong><\/p>\n
This ensures the template can use invoice-related merge fields and variables.<\/p>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/type-1.webp\")
<\/p>\n<\/p>\n
Template Name<\/h3>\n
Enter a unique name such as:<\/p>\n
- \n
- Custom Invoice Notification<\/li>\n
- Premium Invoice Reminder<\/li>\n
- Special Billing Notice<\/li>\n
- Invoice Follow-Up Email<\/li>\n<\/ul>\n
The template name helps administrators identify the template later.<\/p>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/name-1.webp\")
<\/p>\n<\/p>\n
- \n
- Click Create.<\/strong><\/li>\n<\/ul>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/create-5.webp\")
<\/p>\n<\/p>\n
Step 4: Configure the Email Subject<\/h3>\n
Create a clear and professional subject line.<\/p>\n
Example:<\/p>\n
Invoice #{invoice_num} from {$companyname}\r\n<\/code><\/pre>\nAlternative examples:<\/p>\n
Your Invoice is Ready - {$companyname}\r\n<\/code><\/pre>\nPayment Reminder for Invoice #{invoice_num}\r\n<\/code><\/pre>\nUsing merge fields allows dynamic information to be inserted automatically.<\/p>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/sub-2.webp\")
<\/p>\n<\/p>\n
Step 5: Design the Email Body<\/h3>\n
In the Message field, create the content for your invoice email.<\/p>\n
Example:<\/p>\n
<p>Hello {$client_name},<\/p>\r\n\r\n<p>Thank you for choosing {$companyname}.<\/p>\r\n\r\n<p>A new invoice has been generated for your account.<\/p>\r\n\r\n<p>\r\nInvoice Number: {$invoice_num}<br>\r\nDue Date: {$invoice_date_due}<br>\r\nTotal Amount: {$invoice_total}\r\n<\/p>\r\n\r\n<p>\r\nYou can review and pay your invoice using the link below:\r\n<\/p>\r\n\r\n<p>\r\n<a href=\"{$invoice_link}\">View Invoice<\/a>\r\n<\/p>\r\n\r\n<p>\r\nIf you have any questions, please contact our support team.\r\n<\/p>\r\n\r\n<p>\r\nRegards,<br>\r\n{$companyname}\r\n<\/p>\r\n<\/code><\/pre>\nThis creates a professional invoice notification while maintaining dynamic invoice information.<\/p>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/body-1.webp\")
<\/p>\n<\/p>\n
Step 6: Insert Available Merge Fields<\/h2>\n
WHMCS provides numerous merge fields for invoice templates.<\/p>\n
Common invoice variables include:<\/p>\n
\n\n
\n \nMerge Field<\/th>\n Purpose<\/th>\n<\/tr>\n<\/thead>\n \n {$client_name}<\/td>\n Client Name<\/td>\n<\/tr>\n \n {$companyname}<\/td>\n Company Name<\/td>\n<\/tr>\n \n {$invoice_num}<\/td>\n Invoice Number<\/td>\n<\/tr>\n \n {$invoice_total}<\/td>\n Invoice Total<\/td>\n<\/tr>\n \n {$invoice_date_due}<\/td>\n Due Date<\/td>\n<\/tr>\n \n {$invoice_link}<\/td>\n Invoice URL<\/td>\n<\/tr>\n \n {$client_email}<\/td>\n Client Email<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n To view available variables:<\/p>\n
- \n
- Click the Available Merge Fields<\/strong> section.<\/li>\n
- Browse invoice-related variables.<\/li>\n
- Insert the required placeholders into your template.<\/li>\n<\/ol>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/merge-1.webp\")
<\/p>\n<\/p>\n
Step 7: Add Company Branding<\/h3>\n
To create a professional appearance, include:<\/p>\n
- \n
- Company logo<\/li>\n
- Brand colors<\/li>\n
- Contact information<\/li>\n
- Social media links<\/li>\n
- Website URL<\/li>\n<\/ul>\n
You can use HTML formatting to customize the layout and improve readability.<\/p>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/url-2.webp\")
<\/p>\n<\/p>\n
Step 8: Save the Template<\/h3>\n
After completing the subject and message content:<\/p>\n
- \n
- Review the template carefully.<\/li>\n
- Click Save Changes<\/strong>.<\/li>\n<\/ol>\n
Your new invoice email template is now stored in WHMCS.<\/p>\n
<\/p>\n
![\"how-to-create-invoice-emails-in-whmcs\"](\"https:\/\/www.webystrata.com\/blog\/wp-content\/uploads\/2026\/06\/save-32.webp\")
<\/p>\n<\/p>\n
Step 9: Test the Template<\/h3>\n
Before using the template in production:<\/p>\n
- \n
- Open the newly created template.<\/li>\n
- Use WHMCS testing options if available.<\/li>\n
- Send a test email to yourself.<\/li>\n
- Verify:\n
- \n
- Subject line formatting<\/li>\n
- Merge field output<\/li>\n
- Links<\/li>\n
- Mobile responsiveness<\/li>\n
- Branding consistency<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n
Testing helps identify formatting issues before customers receive the email.<\/p>\n
Step 10: Use the Template in Automation or Custom Workflows<\/h3>\n
Since this is a newly created template, WHMCS will not automatically replace the default invoice emails.<\/p>\n
You can use the template with:<\/p>\n
- \n
- Custom hooks<\/li>\n
- Automation workflows<\/li>\n
- Third-party modules<\/li>\n
- API integrations<\/li>\n
- Custom billing processes<\/li>\n<\/ul>\n
This approach allows the default invoice emails to remain untouched while your custom template serves a specific purpose.<\/p>\n
Best Practices<\/h2>\n
When creating a new invoice email template in WHMCS:<\/p>\n
- \n
- Use clear and professional language.<\/li>\n
- Keep the email concise.<\/li>\n
- Include payment instructions.<\/li>\n
- Test merge fields thoroughly.<\/li>\n
- Ensure mobile-friendly formatting.<\/li>\n
- Maintain consistent branding.<\/li>\n
- Avoid removing essential invoice information.<\/li>\n<\/ul>\n
Conclusion<\/h2>\n
Knowing how to Create Invoice Emails in WHMCS is a valuable skill for any hosting provider or online business using WHMCS. By creating a new invoice email template instead of editing the default one, you preserve the original templates while building customized billing communications for your customers. Following the steps in this guide will help you Create Invoice Emails in WHMCS that are professional, branded, and suitable for automated billing workflows. As your business grows, taking the time to Create Invoice Emails in WHMCS can improve customer engagement, streamline billing notifications, and enhance your overall client experience.<\/p>\n","protected":false},"excerpt":{"rendered":"
How to Create Invoice Emails in WHMCS Creating professional invoice emails is essential for maintaining clear communication with your clients. Whether you want to send branded billing notifications or automate invoice-related messages, learning how to Create Invoice Emails in WHMCS gives you greater flexibility and control over customer communications. Instead of modifying the default templates, […]<\/p>\n","protected":false},"author":2,"featured_media":13935,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1,4],"tags":[],"class_list":["post-13914","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-latest-updates","category-whmcs"],"_links":{"self":[{"href":"https:\/\/www.webystrata.com\/blog\/wp-json\/wp\/v2\/posts\/13914","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.webystrata.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.webystrata.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.webystrata.com\/blog\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.webystrata.com\/blog\/wp-json\/wp\/v2\/comments?post=13914"}],"version-history":[{"count":3,"href":"https:\/\/www.webystrata.com\/blog\/wp-json\/wp\/v2\/posts\/13914\/revisions"}],"predecessor-version":[{"id":13936,"href":"https:\/\/www.webystrata.com\/blog\/wp-json\/wp\/v2\/posts\/13914\/revisions\/13936"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.webystrata.com\/blog\/wp-json\/wp\/v2\/media\/13935"}],"wp:attachment":[{"href":"https:\/\/www.webystrata.com\/blog\/wp-json\/wp\/v2\/media?parent=13914"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.webystrata.com\/blog\/wp-json\/wp\/v2\/categories?post=13914"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.webystrata.com\/blog\/wp-json\/wp\/v2\/tags?post=13914"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}
- Click the Available Merge Fields<\/strong> section.<\/li>\n
- Click Create.<\/strong><\/li>\n<\/ul>\n
- A form will appear requesting template details.<\/li>\n<\/ol>\n
- Click Create New Email Template<\/strong>.<\/li>\n
- Select Email Templates<\/strong>.<\/li>\n<\/ul>\n
- Navigate to\u00a0 Configuration Icon \u2192 System Settings<\/strong><\/span><\/li>\n<\/ul>\n