Emails

The Emails tab configures email templates for Bills & Purchases communications. Customize the messages sent to suppliers when you send purchase orders and remittance advice when you make payments.

Looking for inbound bill upload? Forwarding supplier invoices into Rebased uses a separate address under Bill Settings → Email bill upload (also shown in the Upload Bill modal). That flow creates draft bills and skips signature/logo images. This Emails tab is for outbound PO and remittance templates only.

Email templates

Two templates are available for Bills & Purchases:

Remittance Advice

Sent when recording a payment to a supplier.

Purpose: Notify supplier that payment has been made.

When sent:

• Recording a bill payment
• Batch payments processed
• Direct bank transfers completed

Contains:

• Payment amount
• Bill reference numbers
• Payment date
• Your business details

PO Sent

Sent when you send a purchase order to a supplier.

Purpose: Officially place an order with a supplier.

When sent:

• Clicking “Send” on a purchase order
• Resending a PO

Contains:

• Complete PO details
• Line items and quantities
• Delivery instructions
• Your business details and contact

Template editor

Click any template card to edit.

Template fields

Template Name: Internal identifier (not sent to recipients).

Subject: Email subject line.

• Can include placeholders (see below)
• Keep concise and clear
• Example: Purchase Order PO-{{document_number}} from {{business_name}}

Body: Main email content.

• Rich text editor available
• Use placeholders for dynamic data
• Professional but friendly tone
• Include relevant details and instructions

Placeholders

Insert dynamic data using placeholders:

Business placeholders

Document placeholders

Recipient placeholders

Payment placeholders (Remittance Advice)

Example templates

PO Sent template

Subject: Purchase Order {{document_number}} from {{business_name}}

Dear {{contact_name}},

Please find attached Purchase Order {{document_number}} for the supply of goods/services as detailed below.

Delivery Date: {{due_date}}
Total Value: {{document_total}}

Please confirm receipt of this order and advise of any expected delivery delays.

Thank you for your service.

Regards,
{{business_name}}
{{business_email}}
{{business_phone}}

Remittance Advice template

Subject: Payment Advice - {{payment_amount}} paid to {{supplier_name}}

Dear {{contact_name}},

Please be advised that we have made payment of {{payment_amount}} on {{payment_date}}.

This payment covers:
{{bills_paid}}

If you have any questions regarding this payment, please contact us.

Regards,
{{business_name}}
{{business_email}}

Editing templates

Step-by-step

1. Click the template card (Remittance Advice or PO Sent)
2. Edit Subject line
3. Edit Body content
4. Use toolbar for formatting (bold, lists, etc.)
5. Insert placeholders as needed
6. Click Save to apply changes

Formatting options

Rich text toolbar includes:

• Bold, italic, underline
• Bullet and numbered lists
• Paragraph formatting
• Links (URLs)

Testing templates

To see how templates look:

1. Save your changes
2. Create a test PO or bill
3. Send to yourself (use your email as supplier contact)
4. Review received email
5. Adjust template if needed

Best practices

Subject lines

• Keep under 60 characters if possible
• Include key identifiers (PO number, business name)
• Be specific: “Purchase Order PO-1001” not just “Order”

Email body

• Professional but friendly tone
• Clear structure with paragraphs
• Include all necessary details
• Add contact information
• Proofread for errors

Placeholders

• Use placeholders for any data that changes per document
• Don’t hardcode document-specific information
• Ensure all placeholders are valid (see list above)
• Test that placeholders populate correctly

Remittance advice specifics

• Always include payment amount and date
• List which bills are being paid
• Include payment method (bank transfer, cheque, etc.)
• Add reference numbers for reconciliation

PO sent specifics

• Confirm PO number clearly
• Mention delivery date expectations
• Request confirmation of receipt
• Include contact for questions
• PDF automatically attached

AU-specific considerations

Business details

Ensure placeholders include:

• ABN on purchase orders (may be required)
• Full business name as registered
• Contact details for queries

Payment references

When paying by bank transfer:

• Include your business name as reference
• Advise supplier to look for your payment
• Reference numbers help supplier match payments

Common workflows

Setting up templates (initial)

1. Go to Bills & Purchases > Emails
2. Edit PO Sent template
   • Customize subject and body
   • Add your standard messaging
   • Save
3. Edit Remittance Advice template
   • Set up payment notification format
   • Include necessary details
   • Save

Sending purchase orders

1. Create PO in PO Editor
2. Review PO details
3. Click Send
4. System uses PO Sent template
5. Email sent to supplier with PDF attachment

Sending remittance advice

1. Record payment on bill(s)
2. System offers to send remittance advice
3. Or manually send from bill/payment screen
4. Uses Remittance Advice template
5. Email sent to supplier contact

Troubleshooting

Emails not sending

• Verify supplier has email address recorded
• Check template is saved (not draft)
• Review spam/junk folders
• Verify email settings in business profile

Placeholders not working

• Check placeholder spelling (must match exactly)
• Ensure placeholder is in {{brackets}}
• Use only supported placeholders
• Some placeholders only work in specific templates

Want to add more templates

Currently limited to two templates:

• PO Sent
• Remittance Advice

Contact support if you need additional templates.

Template changes not applying

• Must click Save after editing
• Changes apply to future emails only
• Already sent emails won’t change

Related pages

• Purchase Orders - Send POs using the PO Sent template
• Bills Tab - Record payments and send remittance advice
• Bill Editor - Add supplier contacts for email delivery