Customize your email templates

Set the default subject and message your customers get with invoices, estimates, receipts and recurring invoices.

Edit a template

1. Web: Settings → Email templates. App: Menu → All modules → Setup → Email templates.
2. Pick a template:
   • Invoice template: sent with an invoice.
   • Estimate template: sent with an estimate.
   • Payment receipt: sent after your customer pays online by card, or after an automatic card payment.
   • Recurring invoice: used for new recurring invoices.
3. Change the Subject and Message.
4. Click a tag under Available tags to insert it. Tags are replaced with real details when the email goes out.
5. Click Update (app: Save template).

Reset to default puts back the original wording and saves straight away.

Tags you can use

• Document: [number], [issued_date], [due_date], [amount_due], [total_amount]
• Customer: [customer_name], [contact_first_name], [contact_last_name], [contact_email]
• Your business: [my_company_name], [my_company_address], [my_company_website], [my_company_phone]
• Payments: [transaction_amount] only works in the Payment receipt template.

Good to know

• Web addresses aren't allowed in the message. A plain email address is fine.
• You can still change the subject and message each time you send.
• An email you scheduled with Send later keeps the subject and message it had when you scheduled it. Template changes don't update it.
• If you void an invoice before its scheduled email goes out, the email isn't sent.
• Changing the Recurring invoice template doesn't change recurring invoices you already set up. Edit their email settings instead.
• The receipt you send yourself with Send receipt uses its own wording, "Receipt from {Company}".
• Reminder emails are set up separately under Invoicing → Reminders.

FAQ

The boxes say "Reminder subject". Am I editing reminders? No. You're editing the template you picked. Reminders are under Invoicing → Reminders.

I get "Links are not allowed in this field." Remove anything that looks like a web address, such as "www." or "yoursite.com". Also add a space after any full stop that has none, like "business.Today". Then click Update.

The Email templates page asks me to upgrade. Templates aren't included in your current plan. Your emails use the standard wording.