Emails

The Emails tab manages all invoice-related communication templates and notification settings. Customize email content for invoice sending and payment reminders.

Shared with Quotes

The Emails section is shared between Quotes and Invoices. Templates you create are available in both modules, though they serve different purposes:

Quote Emails: Sent during the proposal/negotiation phase
Invoice Emails: Sent for payment requests and reminders

Detailed documentation

For comprehensive documentation on the Emails page, including:

Customizing email templates
Available placeholders for personalization
Setting up automatic reminders
Configuring system notifications
Email delivery and best practices

See the Quotes > Emails documentation.

Invoice-specific email templates

The key templates for invoicing:

Invoice Sent

Email sent when you send an invoice to a client:

Includes invoice link and PDF attachment
Payment instructions
Due date reference
Professional tone requesting payment

Payment Reminder

Follow-up emails for overdue invoices:

Polite but firm tone
Outstanding amount and due date
Payment link for convenience
Escalating urgency based on overdue period

Payment Received

Confirmation when payment is recorded:

Thank you message
Payment amount and date
Updated balance (if partial payment)
Receipt information

Placeholders for invoices

Common placeholders specific to invoicing:

Placeholder	Replaced With
`[INVOICE_NUMBER]`	Invoice reference (e.g., INV-1001)
`[INVOICE_DATE]`	Issue date
`[DUE_DATE]`	Payment due date
`[INVOICE_TOTAL]`	Total amount including GST
`[AMOUNT_DUE]`	Outstanding balance
`[DAYS_OVERDUE]`	Number of days past due

See Quotes > Emails for full placeholder reference.

Integration with Invoices

Email templates power invoice communication:

Send Invoice: Uses Invoice Sent template
Resend Invoice: Can modify template content
Statements: Use statement-specific templates
Reminders: Automatic based on schedule

Best practices

For invoicing

Keep payment requests professional but clear
Include due dates prominently
Provide easy payment options/links
Use polite language in reminders
Thank clients promptly for payments

Payment reminders

First reminder: Gentle, assume oversight
Second reminder: Direct, request response
Third reminder: Firm, mention escalation
Always include payment link and amount

AU-specific notes

Compliance: Ensure templates meet AU standards
Privacy: Handle client data per Australian Privacy Principles
Timing: Consider AU business hours
Language: Use Australian spelling

See Quotes > Emails for detailed documentation.