14. Messaging, SMS & Notifications
14.1 Email Notifications
EZ Pool Biller sends these emails on its own:
| When It's Sent | |
|---|---|
| Invoice | When a new invoice is created |
| Statement | When a monthly statement closes (if auto-email is enabled) |
| Payment Confirmation | When a payment is received |
| Payment Failed | When an autopay charge fails |
| Password Reset | When a customer or staff member requests a password reset |
| Subscription Paused | When a subscription is auto-paused for nonpayment |
| Subscription Resumed | When a subscription is auto-resumed after payment |
| Visit Report | After a service visit is completed (if enabled) |
| Portal Login | When a customer receives a magic login link |
Who receives them
Every email above goes to the customer's main address and their second address, if they have one — see Section 4. Anyone set up as a CC gets a copy too, limited to the message types you chose for them.
Nobody is emailed twice. If the same address appears in more than one place, it's only sent once.
If a customer's main address is missing or was never valid, the second address is used instead, and CC addresses still get their copies — so the message still lands somewhere.
14.2 The Messaging page
Messaging in the menu has three tabs:
| Tab | What it's for |
|---|---|
| Compose | Write and send an email or text, to one customer or a group |
| Message Log | Everything that's been sent, and whether it arrived |
| SMS Usage | How many texts you've sent and what they've cost |
14.3 Text messages
Once text messaging is switched on for your account you can:
- Text one customer from their page.
- Text a group from Compose.
- Send automatic reminders before a pool service.
Message Log shows what happened to each one — sent, delivered, or failed — so you can tell the difference between "they ignored it" and "it never arrived".
14.4 What your texts are costing you
The SMS Usage tab shows how many texts you've sent over a period and what they cost. Worth a look before turning on reminders for every customer.
Watch out: text messaging is off on new and trial accounts until your account is verified. If the option isn't there, that's why — contact support to have it enabled.
14.5 Visit Reports
Visit reports are automated emails sent to customers after each service visit. They include:
- Date and time of service
- Technician name (optional)
- Service address (optional)
- The Chemistry readings
- Service checklist completion
- Photos taken during the visit (optional)
- Service notes from the technician
Customers can unsubscribe from visit reports via a link in the email. You can see and manage opt-out status from the customer's profile.
14.6 Statement Emails
When using Monthly Statement billing mode, statements can be automatically emailed to customers when the period closes. Configure this toggle in Settings > Company or directly from the Statements page.
Statement emails include:
- The statement period (e.g., March 1–31, 2026)
- Opening and closing balance
- A summary of charges, payments, and credits
- A link to the customer portal to view details or make a payment
- An attached PDF statement (optional)