Updated January 04, 2026
Notification Templates
Notification templates in EquiBillBook allow you to customize the messages sent for various notifications across email, SMS, and WhatsApp. This guide explains how to create, manage, and use notification templates effectively.
What are Notification Templates?
Notification templates are pre-defined message formats that determine how notifications are sent to customers, suppliers, and yourself. Templates allow you to customize the content, formatting, and branding of notifications while using variables for dynamic content like customer names, amounts, and dates.
Types of Notification Templates
EquiBillBook supports templates for various notification types:
- Email Templates: HTML-formatted email messages
- SMS Templates: Text message templates (160 characters recommended)
- WhatsApp Templates: WhatsApp message templates (require approval)
- Invoice Templates: Templates for invoice-related notifications
- Payment Templates: Templates for payment-related notifications
- Booking Templates: Templates for booking-related notifications
- Stock Alert Templates: Templates for stock-related alerts
- System Templates: Templates for system notifications
Accessing Notification Templates
To access notification templates:
- Navigate to Settings → Notification Settings → Notification Templates
- Select the notification type you want to customize
- Choose the channel (Email, SMS, or WhatsApp)
- Edit or create templates
Creating Notification Templates
To create a new notification template:
- Go to Settings → Notification Settings → Notification Templates
- Click Create New Template
- Select notification type (Invoice, Payment, Booking, etc.)
- Choose channel (Email, SMS, WhatsApp)
- Enter template name
- Write template content
- Add variables for dynamic content
- Preview the template
- Save the template
Email Template Structure
Email templates support HTML formatting:
- Subject Line: Email subject with variables
- Header: Business logo, name, branding
- Body: Main message content with variables
- Footer: Business contact information, unsubscribe link
- Styling: CSS for colors, fonts, layout
SMS Template Structure
SMS templates should be concise:
- Character Limit: Keep within 160 characters for single SMS
- Clear Message: Write clear, actionable messages
- Variables: Use variables for dynamic content
- Call to Action: Include clear next steps if needed
- Business Name: Include business name for identification
WhatsApp Template Structure
WhatsApp templates require approval:
- Template Format: Follow WhatsApp template format requirements
- Template Categories: UTILITY, MARKETING, or AUTHENTICATION
- Variables: Use approved variable placeholders
- Media: Can include images, documents (if approved)
- Approval Process: Templates must be approved by WhatsApp
Template Variables
Use variables to insert dynamic content in templates:
- Business Variables: {BusinessName}, {BusinessLogo}, {BusinessAddress}, {BusinessPhone}, {BusinessEmail}
- Invoice Variables: {InvoiceNumber}, {InvoiceDate}, {InvoiceAmount}, {DueDate}, {InvoiceLink}, {InvoiceStatus}
- Customer Variables: {CustomerName}, {CustomerEmail}, {CustomerPhone}, {CustomerAddress}
- Payment Variables: {PaymentAmount}, {PaymentMethod}, {TransactionID}, {PaymentDate}, {PaymentStatus}
- Booking Variables: {BookingDate}, {BookingTime}, {TableNumber}, {GuestCount}, {BookingStatus}
- Stock Variables: {ItemName}, {CurrentStock}, {MinimumStock}, {ItemCode}
- Date Variables: {CurrentDate}, {CurrentTime}, {FormattedDate}
Invoice Notification Templates
Common invoice notification templates:
- Invoice Created: Notify when invoice is created
- Invoice Sent: Template for sending invoices to customers
- Invoice Paid: Confirmation when invoice is paid
- Invoice Overdue: Reminder for overdue invoices
- Invoice Reminder: Payment reminder template
Payment Notification Templates
Common payment notification templates:
- Payment Received: Confirmation when payment is received
- Payment Reminder: Reminder for pending payments
- Payment Failed: Alert when payment fails
- Payment Link: Template for payment link messages
- Payment Confirmation: Customer payment confirmation
Booking Notification Templates
Common booking notification templates:
- Booking Confirmation: Confirm new bookings
- Booking Reminder: Remind customers before booking time
- Booking Cancellation: Notify about booking cancellations
- Booking Update: Notify about booking changes
Stock Alert Templates
Common stock alert templates:
- Low Stock Alert: Alert when stock is low
- Out of Stock: Alert when item is out of stock
- Stock Adjustment: Notify about stock adjustments
Template Customization
Customize templates to match your brand:
- Branding: Add logo, colors, fonts
- Layout: Customize message layout and structure
- Tone: Set appropriate tone (formal, friendly, professional)
- Language: Use your preferred language
- Formatting: Format text for readability
Template Preview
Preview templates before using them:
- Use preview feature to see how template looks
- Test with sample data
- Preview on different devices (for email)
- Check variable replacement
- Verify formatting and styling
Template Testing
Test templates before deploying:
- Create test template
- Send test notification to yourself
- Verify all variables are replaced correctly
- Check formatting and appearance
- Test on different devices/channels
- Make adjustments if needed
- Activate template when satisfied
Template Activation
Activate templates for use:
- Set template as default for notification type
- Activate template for specific channels
- Assign templates to specific notification events
- Test activated template
- Monitor template usage
Template Management
Manage your notification templates:
- Edit Templates: Modify existing templates
- Duplicate Templates: Create copies for variations
- Delete Templates: Remove unused templates
- Archive Templates: Archive old templates
- Template Versioning: Keep track of template versions
- Template Categories: Organize templates by category
Multi-language Templates
Create templates in multiple languages:
- Create separate templates for each language
- Set default language template
- Auto-select template based on customer language preference
- Translate all variables appropriately
- Test templates in each language
Template Best Practices
- Keep it Clear: Write clear, concise, and actionable messages
- Use Variables: Leverage variables for personalization
- Brand Consistency: Maintain consistent branding across templates
- Test Thoroughly: Test templates before deploying
- Update Regularly: Review and update templates periodically
- Respect Limits: Be aware of character limits (especially SMS)
- Include CTAs: Add clear call-to-action when appropriate
- Mobile Friendly: Ensure templates work well on mobile devices
Troubleshooting Templates
Common template issues and solutions:
- Variables Not Replacing: Check variable syntax and spelling
- Formatting Issues: Verify HTML/CSS syntax for email templates
- Character Limits: Ensure SMS templates are within limits
- Template Not Sending: Verify template is activated
- Approval Issues: For WhatsApp, ensure templates are approved
- Missing Content: Check all required variables are provided
Template Analytics
Track template performance:
- Monitor template usage statistics
- Track delivery rates
- Measure engagement (for email)
- Analyze template effectiveness
- Identify templates needing improvement
Well-designed notification templates help you communicate effectively with customers and suppliers while maintaining professional branding. Create and customize templates according to your business needs and communication style.