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Write the emails customers get

Every email Spine sends a customer uses words you can change: “Your own words in the emails customers get. The branded layout around them stays the same.” Placeholders fill in the customer’s name, the document number, the amount and more for each email.

  1. Open Settings › Emails — Open your user menu, choose Settings, and pick Emails under Documents & emails.

  2. Pick an email — Under Customer emails, choose Quote, Invoice, Payment reminder, Receipt, Credit note or Statement. Each shows its subject and the start of its message.

  3. Edit the subject and message — Change Subject and Message. “Bold, italics, lists and links show in the email. Web addresses become links.”

  4. Insert placeholders — Press a placeholder under Insert to add it where your cursor is: {customer_name}, {document_number}, {amount}, {balance_due}, {due_date} and {business_name}. The quote email also has {link} (the quote’s page), and the payment reminder has {due_status} (“is 7 days overdue”, “is due today”).

  5. Check it — Preview shows the email in its branded layout, made from a recent real document or sample details. Send me a test emails it to you only: “Test sent to … Only you get it.”

  6. Press Save — A “Saved” message appears.

Screenshot: Settings, Emails: the list of customer emails, the subject and message editor with placeholders, and Preview and Send me a test
Settings, Emails: the list of customer emails, the subject and message editor with placeholders, and Preview and Send me a test

Good to know

Section titled “Good to know”
  • Only new emails change. “Changes apply to emails sent from now on. Emails already sent don’t change.”
  • You can still change one email. The send dialogs start from your words, and you can edit them for that one email.
  • Unknown placeholders are refused. Typing {invoice_no} shows “{invoice_no} isn’t a placeholder Spine knows. Use one from the list.” A subject and a message are both needed.
  • Reset to default asks “Reset the … email?” first. Spine’s original words come back and are saved; your other emails keep theirs. Press Keep my text to back out.
  • Email log at the top opens the list of every email Spine has sent. See Check the emails Spine has sent.

Last updated with Spine 1.0.0-beta.2