Template Settings: Email Templates
Setting up and/or customizing your own email templates will make your notifications feel more “branded”. You have control over what information is to be included in your emails and dictate the tone you want to project to your customers. You can make the emails very business-like or with a hint of a personal touch.
To access the Email Template Builder page, go to Settings > Templates > Email Templates.
From the settings page, you’ll be able to customize the default email templates and craft how you would like your emails to look and sound. Six (6) different email templates are customizable from this page:
- Email Template for Invoices
- Email Template for Invoice Reminders
- Email Template for Estimates
- Email Template for Service Agreement Proposals
- Email Template for Membership Proposals
- Email Template for Forms
Using the Email Template Builder
For each of the email templates, a default message has been prepared by IndusTrack. Unless the settings are revised by you, the default message will be used when sending the email.
Each email template was created using the Email Template Builder. To update or revise the default messages, use the Builder found in each tab of the Email Templates page.
Variable Statements
Variable statements will automatically pull information from different sections of your IndusTrack account such as your client’s name. Be careful not to edit any part of the statement. Editing these variable statements will result in errors and will not correctly pull the needed information.
The templates have different sets of variable statements. The selectors are located below the email body textbox.
To use a variable statement, place the cursor where the statement should appear.
Click to select the variable statement button.
The variable statement will be added to the email template.
Update the Email Message (Applies to All of the Email Templates)
Subject
Revise the default subject line as needed. If you need to add or replace the default variable statements, follow the steps above.
Greetings
Tick the Use Greeting checkbox to set the default salutation of the email.
Select the greeting to be used – Dear, To or Hello.
Select how you’d like the client’s name to appear:
- 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’d rather use a different salutation, untick the Use Greeting checkbox and add this to the Body of the email.
Body
Edit the message of the email inside the Body textbox as needed. If you need to add variable statements on the Body, follow the steps above on how to do this.
Email Template Preview
As you go along updating the email template, the changes will be reflected in the Preview section of the builder in retail time. Preview what your customized email template looks like from this section.
Email Template for Invoices
A pdf copy of the invoice is attached when it is sent to the client via email. A default email message has been prepared by IndusTrack. Unless the settings are revised by you, the default message will be used when sending the invoice via email.
To update or revise the invoice email template go to Settings > Templates > Email Templates > Invoice Template.
Revise the default Email Template for Invoices
Use the email template builder in revising the default email. Refer to the section Using the Email Template Builder above for instructions on how to do this.
Use Variable Statements
If you need to add variable statements on any section of the email, follow the steps above on how to do this. The Variable Statements for the Email Template for Invoices are:
- Invoice Number
- Company Name – This refers to your company name.
- Customer Name – This refers to your client’s company name.
Include Invoice body to Email
Tick the checkbox for the option Include Invoice Body to Email if you want this done. Aside from the attached pdf copy of the invoice, its content will also be indicated in the email body.
Leave the checkbox unticked if the attachment is enough.
Include Pay and Review Button in the Email
If the checkbox for the Include Pay and Review Button into the Email option is ticked, the client will receive the email with their invoice and be provided with a link to pay their invoice online and subsequently review the payment details.
Leave the checkbox unticked if online payment of the invoice is not an option.
Preview the email template and Save once done. This will now be the default content of the email when the Invoice is sent to the client via email.
Email Template for Invoice Reminders
The Invoice Reminder feature is a great way for pulling in past-due payments. The trigger for this email to fire is an unpaid invoice. When this will happen is dependent on the reminder settings.
The Invoice Reminder email template will be sent to the customer if the reminder is enabled and the conditions for the trigger are met. A default email message has been prepared by IndusTrack. Unless the settings are revised by you, the default message will be used when sending the invoice reminder.
To update or revise the invoice reminder email template go to Settings > Templates > Email Templates > Invoice Reminder Template.
Revise the default Email Template for Invoice Reminders
Use the email template builder in revising the default email. Refer to the section Using the Email Template Builder above for instructions on how to do this
Use Variable Statements
If you need to add variable statements on any section of the email, follow the steps above on how to do this. The Variable Statements for the Email Template for Invoice Reminders are:
- Invoice Number
- Company Name – This refers to your company name.
- Customer Name – This refers to your client’s company name.
Preview the email template and Save once done. This will now be the default content of the email when the Invoice Reminder is enabled.
Email Template for Estimates
A pdf copy of the estimate is attached when it is sent to the client via email. A default email message has been prepared by IndusTrack. Unless the settings are revised by you, the default message will be used when sending the estimate via email.
To update or revise the estimate email template go to Settings > Templates > Email Templates > Estimate Template.
Revise the default Email Template for Estimates
Use the email template builder in revising the default email. Refer to the section Using the Email Template Builder above for instructions on how to do this.
Use Variable Statements
If you need to add variable statements on any section of the email, follow the steps above on how to do this. The Variable Statements for the Email Template for Estimates are:
- 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.
Preview the template and Save once done. This will now be the default message when the estimate is sent via email.
Email Template for Service Agreement Proposals
A pdf copy of the Service Agreement Proposal is attached when it is sent to the client via email. A default email message has been prepared by IndusTrack. Unless the settings are revised by you, the default message will be used when sending the proposal via email.
To update or revise the service agreement proposal email template go to Settings > Templates > Email Templates > Service Agreement Proposal Template.
Revise the default Email Template for Service Agreement Proposals
Use the email template builder in revising the default email. Refer to the section Using the Email Template Builder above for instructions on how to do this.
Use Variable Statements
If you need to add variable statements on any section of the email, follow the steps above on how to do this. The Variable Statements for the Email Template for Service Agreement Proposals are:
- 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.
Preview the template and Save once done. This will now be the default message when the proposal is sent via email.
Email Template for Membership Proposals
A pdf copy of the Membership Proposal is attached when it is sent to the client via email. A default email message has been prepared by IndusTrack. Unless the settings are revised by you, the default message will be used when sending the proposal via email.
To update or revise the membership proposal email template go to Settings > Templates > Email Templates > Membership Proposal Template.
Revise the default Email Template for Membership Proposals
Use the email template builder in revising the default email. Refer to the section Using the Email Template Builder above for instructions on how to do this.
Use Variable Statements
If you need to add variable statements on any section of the email, follow the steps above on how to do this. The Variable Statements for the Email Template for Membership Proposals are:
- 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.
Preview the template and Save once done. This will now be the default message when the membership proposal is sent via email.
Email Template for Forms
A copy of the Form for the client’s completion is attached when it is sent to them via email. A default email message has been prepared by IndusTrack. Unless the settings are revised by you, the default message will be used when sending the form via email.
To update or revise the form email template go to Settings > Templates > Email Templates > Form Template.
Revise the default Email Template for Forms
Use the email template builder in revising the default email. Refer to the section Using the Email Template Builder above for instructions on how to do this.
Use Variable Statements
If you need to add variable statements on any section of the email, follow the steps above on how to do this. The Variable Statements for the Email Template for Forms are:
- Form Name
- Company Name – This refers to your company name.
- Customer Name – This refers to your client’s company name.
Preview the template and Save once done. This will now be the default message when the Form is sent via email.