Setting up email invoice templates
If you are using Outlook and want a signature included with your email, you will need to set one up in the template.
Before you begin
- Verify your role has the proper security settings to create email invoice templates.
To set up email invoice templates
- From the
> Setup menu, select General > Email Invoice Templates. - To edit an existing template, click
> Edit.
- To create a new template, click New.
- Enter a name for the template.
- For the following fields, select an available column (see below) or enter text:
| Note: |
Commonly used html tags can be used. Example: <b></b> to bold or <i></i> to italicize. |
- Subject Line
- To
- Cc
- Bcc
- Email Body
| Available columns | Description |
| People | |
| Billing Contact Name | The name of the billing contact |
| Billing Contact Email | The email of the billing contact |
| Project Manager Name | The name of the project manager |
| Project Manager Email | The email address for the project manager |
| Principal in Charge Name | The name of the principal in charge |
| Principal in Charge Email | The email address for the principal in charge |
| Billing Manager Name | The name of the billing manager |
| Billing Manager Email | The email address for the billing manager |
| Current User Name | The current users name |
| Current User Email | The email address for the current user |
| Current User Title | The title of the current user |
| Project Contact Name 1-20 |
The name of the project contact You can select up to 20 project contacts |
| Project Contact Email 1-20 |
The email address for the project contact You can select up to 20 project contact email addresses |
| General Information | |
| Project ID | The ID of the project |
| Project ID & Description | The ID and description of the project |
| Project Description | The description of the project |
| Company Name | The name of the company |
| Company Email | The email address for the company |
| Invoice Number | The invoice number |
| Invoice Pay Now URL |
The Pay Now URL text. Note: The Pay Now URL is not available for the subject line. |
| Invoice Pay Now Text |
The Pay Now text with an embedded hyperlink |
| Client Name | The name of the client |
| Client Email | The email of the client |
| Client Address 1 | The street address of the client |
| Client Address 2 | The second line of the street address for the client |
| Client Address 3 | The third line of the street address for the client |
| Client City | The city name in the address for the client |
| Client State | The state in the address for the client |
| Client Zip | The zip in the address for the client |
| Client Country | The country in the address for the client |
| Logos | |
| Invoice Logo | The logo used for invoices |
| Invoice Logo Display Size |
This allows you to adjust the logo size if the logo appears too large or too small on the invoice. By default, the column displays as [Invoice Logo Display Size]{width:300}. Change the 300 to adjust the size. |
| Report Logo | The logo used for the report |
| Report Logo Display Size |
This allows you to adjust the logo size if the logo appears too large or too small on the invoice. By default, the column displays as [Report Logo Display Size]{width:300}. Change the 300 to adjust the size. |
| Dollars | |
| Amount | The total amount of the invoice |
| Dates | |
| Invoice Date | The date of the invoice |
- Click Preview to preview the email template.
| Note: | When previewing a template, the invoices to preview are ones that are marked as Draft or Approved. |
- Click Save to save the email template.
