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HaloPSA Payment Button - Email Templates

With Cloud Depot RPS, you can insert dynamic payment links or buttons directly into the emails your billing team sends from HaloPSA. When a customer receives an invoice notification email, they can click a button to jump straight to your branded payment portal.

Prerequisites

Before you begin, ensure that:

  1. Cloud Depot RPS (Recurring Payment Service) is fully configured.
  2. You have administrative access to your HaloPSA instance.

Step 1: Copy Your HaloPSA Email Code Snippet

Cloud Depot provides specialized code specifically optimized to look good across all major email clients (like Outlook and Gmail).

  1. Log into Cloud Depot and navigate to Recurring Payments > Configuration > Customer Portal.
  2. Click on the HaloPSA Payment Details tab.
  3. Choose either the Hyperlink HTML or the Button HTML code option.
  4. Copy the entire raw code block and save it to a notepad for later use.



Step 2: Access Email Templates in HaloPSA

  1. Log into HaloPSA with administrator privileges.
  2. Navigate to Configuration > Email > Email Templates.
  3. Locate the template used for sending or notifying customers about invoices (e.g., Invoice Notification or Invoice Email Subject) and click Edit.

Step 3: Insert the Payment Link Code

Using a quick temporary text placeholder makes finding your spot in the template code much cleaner.

  1. Before you begin, create a backup copy of your HTML code (see Step 4 below for how to access the source code view).
  2. In the text editor window, find where you want the payment button to appear (for example, directly below the text stating the invoice balance).
  3. Type a temporary placeholder sequence like !!!!!!! (seven exclamation marks).
  4. Switch the HaloPSA editor to HTML / Source Code View (click the </> or Source button).
  5. Use Ctrl + F (or Cmd + F on a Mac) to search for your !!!!!!! placeholder.
  6. Highlight the entire p tag, and paste your copied Cloud Depot HTML code block directly over them.
  7. Toggle back to the standard Design View by clicking code view button again to inspect the layout.

Step 5: Test and Save

  1. Click Save to update your email template.
  2. We highly recommend triggering a test invoice transaction to a dummy account to send a live test email.
  3. Open the test email in both desktop and mobile layouts to ensure the button centers cleanly and links safely to your Cloud Depot portal.