Template Settings: Email Templates

Customizing your email templates in IndusTrack helps you deliver more branded and professional messages to your customers. You control what’s included and how the message sounds—whether formal or friendly.

📩 How to Access Email Templates

Go to Settings > Templates > Email Templates to open the Email Template Builder.

Click on +Add New button and select the template type you need.

From here, you can customize these six types of email templates:

• Invoice
• Invoice Reminder
• Estimate
• Service Agreement
• Membership
• Forms

🛠 Using the Email Template Builder

Each template comes with a default message from IndusTrack. You can keep it or update it using the builder in each template tab.

🔄 Variable Statements

Variable statements automatically insert data from your IndusTrack account (e.g., customer name, invoice number).

Important: Do not change the variable syntax—this will break the connection and cause errors.

How to use them:

1. Place your cursor where you want the variable to appear.
2. Click on the desired variable from the list below the email body.
3. It will be inserted into your message automatically.

✏️ What You Can Customize (Applies to All of the Email Templates)

Subject Line

Edit the subject to suit your message. Use variable statements if needed.

Greetings

• Check Use Greeting to add a salutation.
• Choose: Dear, To, or Hello.
• Select how the name appears:
  • First Name – Refers to the contact person’s first name.
  • Last Name – Refers to the contact person’s last name.
  • Full Name – Refers to the contact person’s complete name.
  • Customer Name – Refers to the client’s Company Name.

If you prefer a custom greeting, uncheck the box and type it manually in the body.

Body Message

Edit the email body text as needed. You can also insert variables here.

Preview

As you make changes, a live preview appears on the right side. This helps you see what the email will look like before sending.

🧾 Invoice Email Template

• A PDF copy of the invoice is attached.
• You can include the invoice content in the email body by checking Include Invoice Body to Email.
• To let customers pay online, check Include Pay and Review Button into the Email.
• Use variable statements like:
  • Invoice Number
  • Company Name
  • Customer Name
• Save your changes. This will be the new default when sending invoices.

🔔 Invoice Reminder Template

• Sent automatically when an invoice is overdue (based on your reminder settings).
• Use the builder to update the default message.
• Available variables:
  • Invoice Number
  • Company Name - This refers to your company name.
  • Customer Name - This refers to your client's company name.
• Save to apply changes.

📄 Estimate Email Template

• A PDF of the estimate is attached when it is sent to the client via email.
• You can customize the message using:
  • Estimate Number
  • Company Name - This refers to your company name.
  • Customer Name - This refers to your client's company name.
  • Estimate Link – The link is provided to the customer to be able to access the Estimate online.
• Save to update the default message.

📝 Service Agreement Proposal Template

• A PDF of the proposal is attached.
• Use the following variables:
  • Estimate Number
  • Company Name - This refers to your company name.
  • Customer Name - This refers to your client's company name.
  • Estimate Link – The link is provided to the customer to be able to access the Proposal online.
• Save when done.

🧾 Membership Proposal Template

• A PDF of the membership proposal is attached.
• Customize using:
  • Estimate Number
  • Company Name - This refers to your company name.
  • Customer Name - This refers to your client's company name.
  • Estimate Link - The link is provided to the customer to be able to access the Membership Proposal online.
• Save your updates.

📋 Forms Email Template

• A PDF of the form is sent to the client.
• Variables you can use:
  • Form Name
  • Company Name - This refers to your company name.
  • Customer Name - This refers to your client's company name.
• Make changes and save.