Email Template Settings

Email Template Settings

Email Template Settings in EquiBillBook allow you to customize how invoices, quotations, and other documents appear when sent via email. This includes email subject lines, body content, and document attachments.

What are Email Template Settings?

Email Template Settings control:

• Email subject lines
• Email body content
• Email formatting
• Document attachments
• Email signatures
• Branding in emails

Accessing Email Template Settings

To configure email templates:

1. Navigate to Settings → Invoice Template Settings
2. Go to "Email Templates" or "Email Settings"
3. Select the document type (Invoice, Quotation, etc.)
4. Configure email template settings

Email Template Components

1. Email Subject

Customize the email subject line:

• Default Subject: Pre-filled subject line
• Custom Subject: Create custom subject
• Variables: Use placeholders (Invoice Number, Customer Name, etc.)

Example Subject Lines:

• "Invoice #{InvoiceNumber} from {CompanyName}"
• "Your Invoice #{InvoiceNumber} is Ready"
• "Payment Due: Invoice #{InvoiceNumber}"

2. Email Body

Customize the email message:

Greeting

• Personalized greeting
• Customer name
• Professional tone

Message Content

• Purpose of email
• Document details
• Payment information
• Next steps

Closing

• Thank you message
• Contact information
• Professional sign-off

3. Email Formatting

Control email appearance:

• HTML Format: Rich formatting
• Plain Text: Simple text
• Branding: Company colors and logo
• Layout: Email layout structure

4. Document Attachment

Configure document attachments:

• PDF Attachment: Attach PDF version
• Format: PDF format settings
• File Name: Attachment file name
• Include: What to include in PDF

5. Email Signature

Add email signature:

• Company name
• Contact information
• Website
• Social media links

Configuring Email Templates

Step 1: Select Document Type

1. Go to Email Template Settings
2. Select document type (Invoice, Quotation, etc.)
3. Choose template to customize

Step 2: Configure Email Subject

• Enter default subject line
• Add variables for personalization
• Preview subject line

Step 3: Customize Email Body

• Write greeting message
• Add main content
• Include document details
• Add closing message
• Use variables for dynamic content

Step 4: Apply Formatting

• Choose HTML or plain text
• Apply branding colors
• Add logo if desired
• Format text and layout

Step 5: Configure Attachments

• Enable PDF attachment
• Set PDF format
• Configure file naming
• Set attachment options

Step 6: Add Signature

• Enter signature content
• Add contact information
• Include website/social links
• Format signature

Step 7: Preview and Save

1. Preview email appearance
2. Test with sample data
3. Review formatting
4. Save template

Email Template Variables

Use variables to personalize emails:

• {CompanyName}: Your company name
• {CustomerName}: Customer name
• {InvoiceNumber}: Invoice number
• {InvoiceDate}: Invoice date
• {DueDate}: Due date
• {Amount}: Invoice amount
• {AmountDue}: Amount due
• {PaymentLink}: Payment link (if applicable)

Email Template Examples

Invoice Email Template

Subject: Invoice #{InvoiceNumber} from {CompanyName}

Body:

Dear {CustomerName},

Please find attached invoice #{InvoiceNumber} dated {InvoiceDate}.

Invoice Details:
- Invoice Number: {InvoiceNumber}
- Invoice Date: {InvoiceDate}
- Due Date: {DueDate}
- Amount: {Amount}
- Amount Due: {AmountDue}

Payment can be made via {PaymentLink} or using the payment details in the attached invoice.

Thank you for your business!

Best regards,
{CompanyName}

Quotation Email Template

Subject: Quotation #{QuotationNumber} from {CompanyName}

Body:

Dear {CustomerName},

Thank you for your interest in our products/services.

Please find attached quotation #{QuotationNumber} with our pricing and terms.

This quotation is valid until {ValidityDate}.

If you have any questions or would like to proceed, please contact us.

Best regards,
{CompanyName}

Best Practices

• Professional Tone: Use professional, friendly language
• Clear Purpose: Clearly state email purpose
• Personalization: Use variables for personalization
• Branding: Include company branding
• Action Items: Include clear next steps
• Contact Info: Provide contact information

Email Template Testing

Always test email templates:

• Send test email to yourself
• Check formatting on different email clients
• Verify variables are replaced correctly
• Test PDF attachment
• Check mobile appearance

Common Scenarios

Scenario 1: Payment Reminder

• Subject: "Payment Reminder: Invoice #{InvoiceNumber}"
• Body: Polite reminder about overdue payment
• Include payment link
• Add urgency without being aggressive

Scenario 2: New Invoice

• Subject: "New Invoice #{InvoiceNumber}"
• Body: Friendly introduction of new invoice
• Include payment terms
• Provide payment options

Scenario 3: Quotation Follow-up

• Subject: "Follow-up: Quotation #{QuotationNumber}"
• Body: Follow-up message
• Offer assistance
• Reinforce value proposition

Troubleshooting

Variables not replacing?

• Check variable syntax (correct brackets)
• Verify variable names are correct
• Ensure data exists for variables
• Test with sample data

Email formatting issues?

• Check HTML formatting
• Test in different email clients
• Verify CSS compatibility
• Use plain text if HTML fails

PDF attachment not sending?

• Verify PDF generation is enabled
• Check attachment size limits
• Ensure template is configured correctly
• Test PDF generation

Related Articles

• Invoice Template Management: Managing templates
• PDF Template Settings: PDF template configuration
• Customizing Templates: Template customization

Well-configured email templates ensure professional communication with your customers and improve the overall experience!