Email & PDF Templates is the workflow at /settings/templates. Templates keep outbound email, SMS, and PDF layouts consistent, estimates, invoices, review requests, campaigns, and internal notices share branding, legal text. Add template to name and category (estimate, invoice, etc.). Edit HTML or rich text body; insert merge fields ({{customerName}}, etc., exact tokens shown in editor).
Create and edit email templates with subject, body, and merge tokens. Insert Service Forms tags ({{service forms.link}}, {{service forms.note}}, {{service forms.attached line}}) when a completed form PDF exists for the job or invoice. Customize PDF templates for estimates, invoices, work orders, and related documents. Completed Service Forms attach automatically on job completed, invoice sent, and invoice paid. Assign templates to workflows (send estimate, invoice reminder, review request, etc.) where the UI exposes template pickers. Preview PDF layout before saving major branding changes. Brand assets (logo, colors) often configured under business settings. For SMS bodies, templates respect carrier length and compliance, pair with Twilio & Telnyx. Adjust header, footer, line columns, terms block. Click Send to choose template if prompted. For the default Send to customer checkbox when creating records on web, see Send to Customer (Default). /settings/templates step 4 is Create an email template.
Overview
Templates keep outbound email, SMS, and PDF layouts consistent—estimates, invoices, review requests, campaigns, and internal notices share branding, legal text, and merge fields.
How to access
| Type | Path |
|---|---|
| Email templates | Settings → Templates or Settings → Email Templates (/settings/templates) |
| PDF templates | Settings → PDF Templates (/settings/pdf-templates) |
How do you create and edit email templates with subject, body, and merge tokens?
Create and edit email templates with subject, body, and merge tokens.
- Create and edit email templates with subject, body, and merge tokens.
- Insert Service Forms tags (
{{service_forms.link}},{{service_forms.note}},{{service_forms.attached_line}}) when a completed form PDF exists for the job or invoice. - Customize PDF templates for estimates, invoices, work orders, and related documents. Completed Service Forms attach automatically on job completed, invoice sent, and invoice paid.
- Assign templates to workflows (send estimate, invoice reminder, review request, etc.) where the UI exposes template pickers.
- Preview PDF layout before saving major branding changes.
Prerequisites
- Admin or template-management permissions.
- Brand assets (logo, colors) often configured under business settings.
- For SMS bodies, templates respect carrier length and compliance—pair with Twilio & Telnyx.
Step-by-step
Create an email template
- Settings → Templates (email section).
- Add template → name and category (estimate, invoice, etc.).
- Edit HTML or rich text body; insert merge fields (
{{customerName}}, etc.—exact tokens shown in editor). - Save.
Customize estimate PDF
- Settings → PDF Templates.
- Select Estimate (or related type).
- Adjust header, footer, line columns, terms block.
- Preview → save.
Use on send
- Open an estimate or invoice.
- Click Send → choose template if prompted.
- Confirm recipient and send.
For the default Send to customer checkbox when creating records on web, see Send to Customer (Default).
Current limitations
- Not a full drag-and-drop email marketing designer—complex newsletters may use Marketing Portal.
- Per-customer template overrides are limited.
- Some merge fields differ between email and PDF—test both after changes.
- Version history/rollback for templates is basic.
Roadmap
- Visual email builder blocks.
- Template A/B testing for estimate open rates.
- Industry starter packs (HVAC, garage door, cleaning).
Related features
- Messaging Timeline
- Marketing Automation
- Review Management
- Estimates List & Detail
- Service Forms — completed PDFs and
{{service_forms.*}}tags - Send to Customer (Default)