How to Use Email Templates When Sending Your Documents
When you send a document to your client, you can add in a custom message for the email body. If you find yourself using the same messaging over and over for certain documents, you can create and use templates for these emails to save time.
Access Your Email Templates
To access your email templates, open a document that is still in the draft stage and go to the Preview view. Click Send in the upper right, then click the My Templates button in the lower right corner of the Message section.
This will open the Email Templates screen where you can create, search, edit, and delete email templates. Here you can also set email templates as the project or company defaults.
Create a New Email Template
To create an email template, click the Create New button in the upper right or, for your first one, the Create New Template button. Then just type in a title and the message.
In the template content you can insert a token, meaning the automatic generation of items such as your client’s name, your company name, or others. For example, “Hi, [Contact First Name],” as shown in text in the picture below. This is a great way to add a personal touch to the emails without having to type in names each time.
You also have the ability to set an email template as the default for the project and choose which documents (estimates, proposals, invoices, retainers, or purchase orders) it applies to. Setting a template as the project default will not override previous projects’ email messages.
When you’re finished, click the Save button to save this message as one of your email templates for future use, or click the Save and Add button to save it as one of your email templates and apply it to the current document.
Set as the Project Default, Edit, or Delete an Email Template
You can always set an email template as the project default, edit it, or delete it later on by opening the Email Templates screen and clicking the three horizontal dots that appear on the right when you hover.
Set Company Template Defaults
To set company template defaults, which will act as default templates across all projects, click "Set Company Defaults” at the top of the Email Templates screen.
Here you can set the company defaults for terms and conditions, memos, and emails. Simply select which template you want to set as the company default for each section and document type.
This template will then show up on all the documents you selected across all your company’s projects. You can always change these settings anytime in the Default Company Templates screen.