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Creating + Managing Email Templates

Written By Timothy Murenzi

Every estimate, invoice, purchase order and contract email the studio sends uses a template. You can edit the subject and body of each one.

Where to find them

Settings → Studio → Outbound email → Templates. Pick a template:

  • Estimate

  • Estimate follow-up

  • Invoice

  • Invoice follow-up

  • Retainer

  • Purchase order

  • Purchase order follow-up

  • Contract invite

  • Contract signed

The Templates section with a tab for each email and the Estimate subject line

Edit a template

  1. Click the template.

  2. Edit the Subject (e.g. Your estimate {est-number} for {project-name}). Re-format tidies it up.

  3. Edit the Body. The toolbar has bold, italic, underline, headings, lists, links, a button block and a source (<>) view.

  4. Click a token chip below the body to insert it where your cursor is.

  5. Click Save changes.

The template body with a View your estimate button, and token chips underneath

Reset to our default replaces the template's subject and body with Workroom's version.

Tokens

Tokens fill in when the email is sent. The chips under each template show the ones it supports. For the Estimate template these are:

  • {est-number}, {est-link}, {invoice-amount}, {due-date}

  • {client-name}, {client-email}, {client-address}, {project-name}

  • {firm-contact-info}, {email-signature}, {today-date}

Other templates offer their own, such as {inv-number}, {inv-link}, {po-number}, {po-link}, {vendor-name}, {contract-link} or {portal-url}. Always use the chips under a template, so you only insert tokens it can fill.

Related

  • Who emails come from: Setting up email.

  • Copying yourself on emails: How to BCC or CC email notifications.

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