Brand the platform so patient artifacts look like YOU

For: Agency Owner · Time: 15 min · Frequency: Once (re-do when you rebrand)

Trigger

You just set up the platform OR you've decided to refresh your brand. Right now patient statements, invoices, and payment emails are using either the Credentik fallback brand or your old colors.

Outcome

Every customer-facing artifact (patient statement emails, invoice reminder emails, branded print headers on PDFs) uses your logo, your primary color, your address, and your "Powered by Credentik" footer. When a patient receives an email, it reads as coming from your agency.

Where

• Settings → Branding
• Settings → Agency Profile — name, address, phone, email

Steps

1. Open Settings → Agency Profile. Set:
   • Display name — what shows in email headers (Acme Billing Services not ACME_BILLING_LLC)
   • Email — used as the reply-to on outgoing emails. Pick a monitored address (billing@acme.com, not noreply@)
   • Phone — appears in email footers; use the line that's actually answered
   • Address — appears in email footers
2. Open Settings → Branding. Set:
   • Logo — upload PNG or SVG, 240×60px ideal. Will appear at the top of emails and in branded print headers. Transparent background recommended (emails render on white).
   • Primary color — hex like #1e3a5f. Drives the email header gradient, balance-due amounts in statement emails, CTA buttons (Pay Online), and the accent bar at the top of printed invoices/statements. The V2 app also picks this up as the in-app accent color.
   • Accent color — used as the gradient endpoint behind the primary in email headers. Keep it close to the primary (~30° hue shift, similar lightness) for clean gradients.
3. Send a test email to yourself. Open RCM → Statements → pick any draft statement → Send with your email overridden. Inspect the email: header gradient, logo, balance color, footer.
4. Send a test invoice reminder. Admin → Invoices → pick an open invoice → Send Reminder. Same inspection.
5. Print test. Open any invoice or statement detail page → Print. Confirm the branded header appears with logo + primary color accent bar.

Watch-outs

• Don't use a JPG logo. JPGs have white-block backgrounds that look terrible against the colored email header. Use PNG or SVG with transparency.
• Test in dark-mode mail clients. Gmail dark mode inverts some colors. Email templates have explicit dark-mode CSS but only for known elements; if your primary color is very dark (near black), it may invert against the same-color text. Pick a primary in the mid-saturation range.
• Color picker is hex-only. No alpha, no named colors. If you paste an rgba() it won't save.
• Branding changes don't re-render past emails. If you change your logo today, emails you sent yesterday still have the old logo (they're already in patients' inboxes). New sends from this point forward use the new brand.
• Per-practice branding is a separate override. To have a practice's patient statements, pay links, and emails use the PRACTICE's name, logo, colors, and contact info instead of yours, open Agency Ops (Billing Services) → Clients → Branding on that practice's row. Fill in only the fields you want to override; blank fields fall back to your agency brand. The modal shows a live preview of what patients will see.

Related jobs

• Send a branded statement — RCM Specialist playbook
• Onboard a new client practice — set their data up so branding can flow
• Set up your own web address — serve the branded sign-in page at portal.youragency.com

Something on this page doesn’t match what you see in the app? Email support@credentik.com and we’ll fix the guide.