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Set up your default email messages

You can customise the default email text, including the subject and message, that's sent to your customers with their invoices, sales orders, quotes and statements.

Here's how:

Use email variables to customise your sales emails

You can use email variables in the following sales types:

  • invoices

  • sales orders

  • quotes.

Email variables are not available for customer statements – but you can enter free text to create a default message for customer statements.

You can use email variables to automatically populate customer-specific information in your invoice, sales order and quote emails. What are the available email variables?

For example, using the email variable {{customer_first_name}} will automatically populate with the customer's first name in the email for customers who are designated as individuals. For customers designated as a company, the email variable {{customer_business_name}} will automatically populate with the customer's business name in the email. Similarly, the email variable {{invoice_number}} will populate with the applicable invoice number.

Take a look at the email variables we've used in this example (on the left) and how they appear in the customer's email (on the right).

Email defaults

If you don't want to use email variables, you can enter your own text.

Need an email template? We've created a default email that you can copy and paste straight into your sales settings. See the FAQs below for details.

Once you've set up your default email messages, you should check how they look before sending emails—we tell you how below.

Your recipients' email addresses are stored in your customersupplier and employee records.