Email Templates

Email templates save time by letting you create reusable messages for common communications. Instead of writing the same invoice reminder or quote follow-up from scratch, use a template and personalise with merge fields.

Types of Templates

Template Type	Used For
Quote Email	Sending quotes to customers
Invoice Email	Sending invoices
Payment Reminder	Overdue invoice follow-ups
Contract Email	Sending contracts for signature
Confirmation	Booking confirmations
Custom	Any other communication

Creating a Template

• Go to Settings → Email Templates

• Click "New Template"

• Enter template name (internal reference)

• Select template type

• Write subject line

• Compose email body

• Save

Merge Fields

Merge fields automatically insert data from the rental, customer, or invoice:

Customer Fields

• {{customer_name}} — Customer's full name

• {{customer_first_name}} — First name only

• {{customer_email}} — Email address

• {{customer_company}} — Company name

Rental Fields

• {{rental_number}} — Rental reference

• {{start_date}} — Rental start

• {{end_date}} — Rental end

• {{rental_total}} — Total amount

Invoice Fields

• {{invoice_number}} — Invoice reference

• {{invoice_total}} — Total amount due

• {{due_date}} — Payment due date

• {{days_overdue}} — Days past due

Links

• {{payment_link}} — Online payment URL

• {{quote_link}} — View quote URL

• {{contract_link}} — Signing URL

💡

Tip: Use {{customer_first_name}} for a personal touch: "Hi {{customer_first_name}}," feels friendlier than "Dear Customer".

Example Templates

Quote Email

Subject: Quote {{rental_number}} from {{company_name}}

Body:

Hi {{customer_first_name}},

Please find attached your quote for equipment hire from {{start_date}} to {{end_date}}.

Total: {{rental_total}}

Click here to review and accept: {{quote_link}}

Let me know if you have any questions.

Thanks,
{{user_name}}

Payment Reminder

Subject: Invoice {{invoice_number}} - Payment Reminder

Body:

Hi {{customer_first_name}},

This is a friendly reminder that invoice {{invoice_number}} for {{invoice_total}} is now {{days_overdue}} days overdue.

Pay online now: {{payment_link}}

If you've already paid, please disregard this message.

Thanks,
{{company_name}}

Using Templates

When sending an email:

• Click "Send" on quote/invoice/contract

• Template auto-loads (based on email type)

• Merge fields populate with actual data

• Review and customise if needed

• Send

Setting Default Templates

Choose which template loads by default:

• Go to Settings → Email Templates

• Find the template

• Toggle "Set as Default" for its type

The default template auto-populates when sending that email type.

Editing Templates

• Go to Settings → Email Templates

• Click on the template name

• Make changes

• Save

Changes apply to future emails. Sent emails aren't affected.

Deleting Templates

• Go to Settings → Email Templates

• Click Delete on the template

• Confirm

ℹ️

Note: You can't delete templates that are set as default. Set another template as default first.

Tips for Effective Templates

📝 Keep It Brief

Short, clear emails get read. Long emails get skipped.

💰 Include Clear CTAs

Every email should have one clear action: pay, sign, approve, contact.

📂 Test Your Templates

Send test emails to yourself to check merge fields work correctly.

🎯 Match Your Brand

Keep language consistent with your other communications.