Templates and variables
Required user roles: Finance manager or Technical admin
Required permission: Payer admin
Overview
Variables are dynamic text that can be added to a template. Tipalti provides a bank of variables, such as PayeeName or UserName, that are populated from real data.
The variables available depend on the type of template. Tipalti uses customizable templates for payees:
- Email templates - Tipalti automatically sends these emails to payees on behalf of the payer. All emails use the payee language indicated on the payee's account in the Tipalti Hub (the default is English).
- Invoice PDF template - Invoices display in the iFrame/ Supplier Hub.
Emails generated via Tipalti's sandbox environment show "[Sandbox]" in the subject line.
Templates
The tables below show all the communication templates in Tipalti. You can modify the payee templates in the Tipalti Hub > Administration > Communications. For more information and how-to steps, go to Edit templates.
Payees
Template name |
Template description |
Applicable variables |
|---|---|---|
| Payee approved | Update payee when pending payee record is approved |
|
| Payee info required | Request payee to send updated info for a pending record |
|
| Payee declined | Alert payees when pending payee record is declined |
|
| Payee details updated | Confirm payee account details are updated |
|
| Payee email updated | Notify payee's previous email when email address is updated |
|
| Payee missing payment information | Alert payees to complete their payment details | |
| VAT number didn’t pass validation | Update payees when their VAT number was checked offline and didn't pass validation |
|
| Payment details required (upcoming cycle) | Alert payee to complete missing payment details | |
| Additional payment details required | Request payee to provide missing details for their payment method | |
| Payment currency not available | Notify payee when payment currency is no longer available | |
| Payment method not available | Notify payee when payment method is no longer available |
Payments
Template name |
Template description |
Applicable variables |
|---|---|---|
| NetNow Autopay offer from payment | Notify payees when they receive a NetNow AutoPay offer on payments |
|
| Payment failed | Alert payee when payment can't be processed |
|
| Payment completed | Confirm payment is submitted and approved to payee |
|
| Payment failed | Alert payee when payment can't be processed |
|
| Payment scheduled | Alert payee when scheduled payment is submitted but is unpayable |
|
| Payment submitted | Confirm payment is submitted and approved to payee |
|
| Payment error | Alert payee when payment order has an error |
|
| NetNow country change | Notify payees when NetNow AutoPay is enabled and payment country changes | |
| NetNow PO processed | Notify payees when a NetNow AutoPay payment order has been processed |
|
| NetNow Autopay offer from bill | Notify payees when they receive a NetNow AutoPay offer on bills |
|
| NetNow hardcopy invoice required (payable payees) | Request hardcopy of invoice from payable payees who are eligible for early payment |
|
| NetNow hardcopy invoice required (unpayable payees) | Request hardcopy of invoice from unpayable payees who are eligible for early payment |
|
| NetNow invoice required (payable payees) | Request invoice approval from payable payees who are eligible for early payment |
|
| NetNow invoice required (unpayable payees) | Request invoice approval from unpayable payees who are eligible for early payment |
|
Bills
Template name |
Template description |
Applicable variables |
|---|---|---|
| Bill created | Update 'bill notification' users when new invoices are created | |
| Bill submitted | Notify sender when an invoice is submitted via email |
|
| Bill sent back to AP | Update approvers when an approved bill is sent back to AP | |
| Bill deleted | Notify approvers when a bill is deleted | |
| Payee invoice hardcopy required (payable) | Request a hard copy invoice from payable payees |
|
| Payee invoice hardcopy required (unpayable) | Request a hard copy invoice from unpayable payees |
|
| Payee invoice approval (payable) | Request payable payees to view and approve an invoice |
|
| Payee invoice approval (unpayable) | Request unpayable payees to view and approve an invoice |
|
| Bill auto-pay failed | Alert 'submit payment' and 'process bill' users when an auto pay process failed | |
| Bill auto-pay partially failed | Alert 'submit payment' and 'process bill' users when an auto pay process partially failed | |
| Bill fully paid | Confirm a bill is fully paid by vendor credit to payee |
|
| Bill sent back to AP | Alert all 'process bill' users when an approver sends a bill back to AP | |
| Payee invoice disputed | Alert payees when an invoice is disputed |
|
Risk & compliance
Template name |
Template description |
Applicable variables |
|---|---|---|
| Compliance verify address | Request additional documents from payees to verify address |
|
| Compliance verify IP address | Request additional documents from payees to verify IP address |
|
| Compliance verify company | Request additional documents from payees to verify company details |
|
| Compliance verify details | Request additional documents from payees to verify their details |
|
| Compliance payee request | Notify risk operator email when payee was sent request for compliance | |
| Compliance risk notice | Alert risk operator email to send a request to payee for compliance |
|
| Compliance documents approved | Update payees when their compliance trigger case is cleared |
|
| Verify payee address | Notify payees in Canada to upload documents to verify their address | |
| Document rejected by compliance | Notify payee when a document is rejected due to compliance | |
| Payee address verified | Notify payees in Canada when their address is verified |
Documents
Template name |
Template description |
Applicable variables |
|---|---|---|
| Document submitted | Notify document approvers when a payee submits an explanation | |
| Document uploaded | Notify document approvers when a payee uploads documents | |
| Document rejected | Alert payees when their explanation or documents are rejected |
|
Taxation
Template name |
Template description |
Applicable variables |
|---|---|---|
| Tax form expiration notice | Remind payees when their tax form is about to expire in 7 days |
|
| Tax form expired | Alert payees when their tax form has expired |
|
| Tax form invalid | Alert payees when their tax form is marked invalid by the payer |
|
| Tax form TIN invalid | Alert payees when their TIN validation fails |
|
| Tax form Non-US invalid | Update payees when their non-US declaration form is declared invalid |
|
| Tax form W-9 imported | Update admin email when TIN can't be validated and W-9 tax info is imported |
Supplier Hub
Template name |
Template description |
Applicable variables |
|---|---|---|
| Supplier Hub login updated | Notify payee when their Supplier Hub login email is updated |
|
| Supplier Hub registration | Confirm payee registration to the Supplier Hub |
|
| Supplier Hub invitation | Invite payees to register for the Supplier Hub |
|
| Supplier Hub password recovery | Request payee to recover password for the Supplier Hub |
|
| Supplier Hub reset verification | Notify payees when the payer resets their 2-step verification |
|
| Supplier Hub verify account changes | Send verification codes to payees for account detail changes |
|
| Supplier Hub account unlocked | Update payees when their Supplier Hub account is unlocked |
|
Multi-FX & currencies
Template name |
Template description |
Applicable variables |
|---|---|---|
| Multi FX confirmation | Update users when their FX conversions are completed | |
| Multi FX conversion approved | Update users when their FX conversions are approved by payer | |
| Payee local currency | Notify payees when payments become available in their currency |
|
| Payee local wire transfer | Notify payees when wire transfer payments become available in their currency |
|
| PayPal onboarding | Remind payees who have 90 days to select a currency for PayPal |
|
| PayPal select currency | Notify payees when they need to select a currency for PayPal |
|
| PayPal new currency | Update payees who use USD for PayPal when another currency is allowed |
|
Procurement
Template name |
Template description |
Applicable variables |
|---|---|---|
| Supplier Hub invite to payee colleague | Invite payee's colleague to register to the Supplier Hub |
|
Additional templates
Template name |
Template description |
Applicable variables |
|---|---|---|
| No local tax ID declaration | Customize the tax declaration displayed when payees don't have a local tax ID |
|
| No VAT declaration | Customize the declaration displayed when payees are not VAT registered | |
| Custom fields header | Customize the header of the custom fields section in Supplier Hub | |
| Israeli tax declaration | Customize the tax declaration displayed during payee onboarding for payer entities in Israel only |
|
| Payee invoice template | Customize the default invoice layout in the Supplier Hub |
|
| Setup process - Header | Customize the header of the setup process |
|
| W-9 tax form (US) | Customize the W-9 tax form intro displayed during payee onboarding |
|
| Supplier Hub footer | Customize the footer of the Supplier Hub | |
| Default email template | Customize a standard header and footer for emails sent to payees |
|
| Required documents setup | Customize the required documents text displayed during payee onboarding | |
| Payer ACH debit cap | Notify banking errors email when account is over the ACH debit cap |
Variables
Refer to the following table for a description of variables.
| Variables | Description |
|---|---|
| UserName | Tipalti user name |
| PayerName | Payer name |
| NewEmail | Payee new email address |
| InvoiceDate | Invoice creation date |
| InvoiceRefCode | Invoice reference code |
| PayeeName | Payee name (individual or company) |
| PayeeAddress | Payee address |
| SupplierName | Supplier name |
| BillDate | Bill creation date |
| DueDate | Due date |
| GlAccount | GL account number |
| ApproverName | Bill approver name |
| Reason | Bill approval reason |
| Date | Current date |
| TextReplacement | Master email template text |
| LocalCurrency | Available local currency |
| TaxFormType | Tax form type |
| DateOfExpiration | Tax form expiration date |
| PayeePaymentCountryCode | Payee payment country code |
| PaymentCountry | Destination payment country |
| SupplierPortalUrl | Supplier portal URL |
| PayerNameWithApostrophe | Payer name (possessive) + portal label |
| BillRefcode | Bill reference code |
| StatusReason | Approval retraction reason |
| Description | Invoice description |
| PayerLegalName | Payer legal name |
| PayerAddress | Payer address |
| InvoiceLines | Invoice line descriptions (1+ lines) |
| TotalAmount | Total of invoice lines |
| POErrorReason | Payment order failure reason(s) |
| PaymentMessage | Bank payment message/instructions |
| PaymentMessageBaseReplace | eWallet payment message/instructions |
| PaymentEmailSubjectReplace | Payee email subject for this payment |
| PaymentPayeeFeesReplace | Payee transaction fees (this payment) |
| PaymentProviderAmountReplace | Amount sent to payee (after fees), in payee currency |
| PaymentProviderCurrencyReplace | Payee payout currency |
| PaymentValueDateReplace | Payment send/value date |
| CurrencySubmittedReplace | Payment currency in instructions |
| ShowPaymentExchangeRate | Show exchange rate (TRUE/FALSE) |
| PaymentExchangeRate | Exchange rate used for conversion |
| AmountSubmitted | Submitted payment amount |
| DateSubmitted | Payment order submission date |
| PaymentMethodUnit | Payment method type |
| WithholdingTaxAmount | Withholding tax amount |
| WithholdingTaxAmountUSD | Withholding tax amount (USD) |
| Code | Payee verification code |
| ScheduledDate | Scheduled payment date |
| PaymentMethod | Payment method used |
| NetAmount | Net amount to payee (after fees) |
| PayeeIDAP | Payer-provided payee ID |
| RejectedReason | Document rejection reason |
| SubmissionDateTime | Invoice submission date/time |
| SubmissionResultsInvoicesList | Invoice submission results (status + reason) |
| InvoiceNumber | Invoice number |
| BillAction | Invoice action that triggered email |
| PayeeCompanyName | Payee company name |
| PayeeFirstName | Payee first name |
| PayeeLastName | Payee last name |
| InvoiceList | Related invoice numbers list |
| PaymentRemittanceInfo | Remittance details (fees, invoices, taxes, credits) |
| PaymentOrderHasInvoices | Whether payment has invoices |
| SystemMessage | Tipalti system notification text |
| TransactionFees | Transaction fee amount |
| FxFeesPercentage | FX fee percentage |
| TimePassedFromMigrationDate | Days since migration (90) |
| PaypalMtCurrencySelectionLinks | Links to choose payout currency |
| PayeeLoginPageLink | Payee portal link |
| TotalTaxAmount | Total invoice tax amount |
| TotalNetAmount | Total net amount |
| PayeeVATNumber | Payee VAT number |
| PayerEntityBrandName | Payer entity brand name |
| InvoiceDueDate | Invoice due date |