Email Templates

Email Templates are a convenient way to speed up the creation of standard text and wording when you send an email from within AccountsPortal. You can set up multiple templates for each of Invoices, Credit Notes, Statements, Remittance Advices (payment notifications) and Receipts. Furthermore, you can set defaults at an Organisation level or for individual Contacts. 

Add or Edit Email Template

Navigate to the Settings tab and then click the Email Templates link.

Click the Add New Template button to add a new template, or click the Template Name to edit an existing template.

Proceed to enter the information as follows:

  • Template Name: A name for your template, up to a maximum of 25 characters.
  • Type: Select Invoice, Credit Note, Statement, Remittance Advice or Receipt.
  • CC Yourself: Select this option if you would like the email to CC your own email address by default.
  • Subject: The default subject for your email. You can use Email Tags (see below) in this field.
  • Body: The default body for your email. You can use Email Tags (see below) in this field.

Email tags

Emails tags provide a powerful way to automatically customise your emails when they are sent out. The following tags are automatically replaced in the Subject and Message Body when you use a template to send an email:

Tags for Invoices and Credit Notes

  • [inv_number] : the transaction's Number
  • [reference] : the transaction's Reference 
  • [inv_date] : The transaction's Invoice Date
  • [due_date] : The transaction's Due Date
  • [contact] : The transaction's Contact (i.e. Customer or Supplier name)
  • [contact_person] : The main person at the Contact
  • [amount_total] : the transaction Total
  • [amount_due] : the outstanding amount on the transaction
  • [online_invoice_link] : the url of the transaction for public viewing in a browser (see Online Invoice Link)

Tags for Statements

  • [statement_date] : the date of the statement
  • [contact] : The transaction's Contact (i.e. Customer or Supplier name)
  • [contact_person] : The main person at the Contact
  • [bal_outstanding] : The current amount outstanding for the Contact

Tags for Remittance Advices and Receipts

  • [contact] : The transaction's Contact (i.e. Customer or Supplier name)
  • [contact_person] : The main person at the Contact

Assigning Default  Email Templates at the Organisation Level

You can assign templates at the organisation level by navigating to the Settings tab and then clicking on the Email Templates link. You can set up a default template for each of Invoices, Credit Notes, Statements, Remittance Advices and Receipts in the Email Templates section.

Assigning Email Templates at the Contact Level

By default, individual contacts will inherit the template from the Organisation level. However, these can be overridden by also setting a template for individual contacts. To do this, navigate the Contacts tab, select an individual contact and specify a template to use in the Email Templates section. By doing this, the contact will automatically use the template specified here instead of the organisation default. 

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