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Adding "Pay Online" Buttons to Autotask Invoices & Emails

With Cloud Depot RPS, you can embed dynamic payment links directly into your Autotask PDF invoices and email templates. This allows your customers to click a button and pay their invoices instantly online.

 Prerequisites

Before you begin, ensure that:

  1. Cloud Depot RPS (Recurring Payment Service) is fully configured.
  2. You have access to administrative settings in Autotask PSA.

Step 1: Setup PDF Autotask Template

Autotask's template editor can be difficult to navigate. Using a temporary "placeholder text" makes finding the exact insertion point in the raw HTML much easier.

1. Log into Autotask and navigate to Admin > Features & Settings > Finance, E-Commerce, & Billing > Invoice Templates.

2. Open the invoice template you wish to update.

 3. Go to the Bottom of Invoice (or your preferred section) and click Edit.

4. In the standard visual editor, click where you want the button to appear (e.g., right below the "Invoice Notes").

5. Type a unique placeholder sequence like !!!!!!! (seven exclamation marks). This will act as a beacon in the code block.

Step 3: Insert the Code into the HTML Editor

1. Log back into Cloud Depot and navigate to Recurring Payments > Configuration >Customer Portal > Autotask Payment Details (Tab)

2. Chose between Option 1 (Payment URL link) or Option 2 (Payment Button). In this example we have opted to use the Payment button. Copy the entire contents of the option you have selected.

 

3. Switch your Autotask editor from the "Design" view to the HTML view (look for the raw source code button).

4. Use Ctrl + F (or Cmd + F on Mac) to search for your placeholder sequence: !!!!!!!.

5. Highlight the exclamation marks, and paste the HTML code you copied from Cloud Depot directly over them.

6. Switch back to the Design window to verify the visual layout.


    • Tip: If you are comfortable with HTML/CSS, you can tweak the margins or padding settings around the code snippet to perfectly match your brand design.
    7.  Click Save to apply the changes to your template.

Step 2: Setup Email Template

⚠️ Caution: Ensure you select Autotask Email Templates Option - Not PDF Invoices.

1. Log back into Cloud Depot and navigate to Recurring Payments > Configuration >Customer Portal > Autotask Payment Details (Tab)

2. Scroll to the bottom of the page and find the drop down option 'Autotask Email Templates' from here select the format that your Autotask CRM uses to describe Companies (Accounts, Company or Organization)

3. Chose between Option 1 (Payment URL link) or Option 2 (Payment Button). In this example we have opted to use the Payment button. Copy the entire contents of the option you have selected.

4. Log into Autotask and navigate to Admin > Features & Settings > Finance, E-Commerce, & Billing > Invoice Email Messages

2. Select your Email Template and click Edit

 

3. Type a unique placeholder sequence like !!!!!!! (seven exclamation marks). This will act as a beacon in the code block.

4.  Switch your Autotask editor from the "Design" view to the HTML view (look for the raw source code button).

 

5.  Highlight the exclamation marks, and paste the HTML code you copied from Cloud Depot directly over them.

6.  Switch back to 'Design' mode and view the outcome, when you are happy click 'Save & Close'

 

Free Branded Invoice Templates

If you don't feel comfortable editing raw HTML, our support team can provide a pre-built, beautifully formatted invoice layout template customized for Cloud Depot. These templates are provided "as-is" at no extra cost.