Understanding Email Templates and Merge Codes

Modified on Mon, 03 Oct 2022 at 11:41 AM

You can create an unlimited number of email templates that can be used for regular tasks and communications to save time and ensure consistency.  For Example, most businesses have a booking process involving a number of emails, such as service confirmations, invoices, accounts receivable, and other communications with clients and staff. Rather than re-typing emails or copy/paste, create an Email Template you can select when emailing


Tip: Make a back-up copy before changing existing templates, and if you deleted a standard templates and need a copy, please contact support.


Note: There are several common email templates available for you, which you can edit as needed, you can also create new templates.


Setting Default Email Subject Lines


You can set a Default Template and Subject line for actions that are common, such as sending a Quote, Invoice, Receipts, etc., to save time. See Default Email Subject Lines & Templates.


Using Merge Codes


A merge code inserts client-specific information into an email, at the time of sending the email so you can personalize each email you send, even when you send 100 at a time. For example, if the merge code {CLIENT_FIRST_NAME} is used in an email template, the client's name is merged upon transmission. So instead of "Dear Client," it can read "Dear Jane."


Tip: Certain Merge Codes need to be used in context, i.e. Merge Code {PAYMENT_RECEIVED} can only be used from the Receipt area and merge codes beginning {INVOICE_... } only work in the Invoicing area. This is important to remember as misused Merge Codes will fail.


How Do I Use Merge Codes?

Navigation: Admin > Supporting Data > Email Templates


  • To add a merge code, copy it (including brackets) and paste it where merged data should appear, or type it directly into the email template making sure it is spelt correctly.
  • Click “Update.”


Note: Other ways you can use Merge Codes:
  • Merge codes work in the subject line of emails too.
Merge codes can be used in the narrative sections of Quote, Invoice and Account Summary:


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