Introduction

circuly automates your transactional email communications, making sure your customers are informed at every step of their subscription journey. These emails aren’t just notifications—they’re critical for transparency, trust, and smooth operations.

To do this, circuly uses predefined email templates that are automatically triggered by specific subscription-related actions. These templates cover multiple operational categories, such as payments, orders, returns, and subscriptions.

This article focuses specifically on payment-related emails, including how and when they are triggered, and which templates are used to deliver invoices or transactional PDFs.

You can learn more about the email templates and how they are triggered in this article. 

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Feature Overview

In circuly, email templates and invoice templates work together. When an email action requires a document (such as an invoice or refund PDF), circuly automatically includes the relevant PDF attachment.

Here’s how the structure works:

Types of Templates

PDF Templates

These generate the actual documents attached to emails:

• Payment - Invoice
• Payment - One-time Transaction
• Order - Offer PDF
• Payment - Refund Invoice

Email Templates

These are the messages sent to customers:

• Your Invoice
• Transaction Refund
• Order Offer
• Payment Was Successful

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Here’s an overview of the actions that trigger the email and the invoice:

• “Your Invoice” + “Invoice” - When a recurring payment is to be charged in the future, the “Your invoice” email template is triggered. Since the email template requires an invoice, the “Invoice” email template is used to send the invoice as a PDF attachment.
  
  
• “Your invoice” + “One-time transaction” - When a one-time payment is to be charged in the future, the “Your invoice” email template is triggered. Since the email template requires an invoice the “One-time transaction” email template is used to send the invoice as a PDF attachment.
  
  
• “Transaction refund” + “Refund invoice” - When a partial or full refund is done, the “Transaction refund” email template is triggered. Since the email template requires an invoice the “Refund invoice” email template is used to send the invoice as a PDF attachment.
  
  
• “Order offer” + “Order offer pdf” - when an order is manually created in the circuly operations backend, the “Order offer” email template is triggered. Since the email template requires an attachment, the “Order offer pdf” email template is used to send the offer as a PDF attachment.
  
  
• “Payment was successful” + “ “Invoice” - When the initial payment is successfully charged, the “Payment was successful” email is triggered. Since the email template requires an invoice, the “Invoice” email template is used to send the invoice as a PDF attachment. 

Additional Settings

These templates and automations are standard within the circuly Hub. However, you can:

• Edit the content of email templates to match your tone and brand
• Translate templates into different languages, depending on your customer base
• Enable/disable certain templates if specific flows (e.g., refunds or manual orders) aren’t applicable to your business

Best Practice: Always preview and test any updated template before activating it in your live environment.

What Happens Next

Once email and invoice templates are properly configured:

• Customers will receive the correct documentation with every charge, refund, or manual order.
• Your team can reduce manual outreach and avoid miscommunication.
• Your business will maintain compliance with billing transparency and documentation standards.

All template events and documents are tracked within the circuly Hub, so your team has a clear view of what has been sent and when.