Every invoice, quote, and credit note goes out with a short covering email. Write each one once, with your own subject, message, and sign-off, and that is what the main contractor’s office opens, not a generic default.
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To Dawn at Ridgeway Construction
Invoice INV-0042 from Halstead Electrical
Three templates sit in your company settings: invoices, quotes, and credit notes. Each ships with sensible default wording, so this is polish rather than setup.
A template is a subject, a message, and a sign-off. All three have to say something, so nothing goes out with a blank where your words belong.
Drop in tokens such as {client_name} or {amount} and Sendinvo fills them from the document as it sends, so one piece of wording covers every job.
An individual invoice or quote can carry its own wording, for the stage payment or the variation that needs saying differently.
A placeholder is a word in single braces, swapped for the real value as the email goes out. Each template has its own set.
{client_name} becomes “there” when a client has no name on file, so a greeting never lands half-written. On a credit note, {invoice_reference} expands to “ in respect of invoice INV-0042”, with the leading space built in, so write it tight against the token before it. It expands to nothing when the credit note stands alone.
Invoices and quotes can also be reworded on the individual document, when a single job needs a different subject. Credit notes use the workspace template only.
Chasing emails are written somewhere else: each phase of the chase carries its own subject and body in your reminder policy, so a nudge before the due date reads differently from one after it. See invoice reminders. For the document the email carries, your logo, your numbering, and the PDF, see custom branding.
Write the template once. Sendinvo fills in the number, the name, the amount, and the due date every time you send.
Use these as a starting point, then put them in your invoice email and reminder wording. Sendinvo fills in the details in braces when the email goes out.
Subject: Invoice {invoice_number} from {company_name}
Hi {client_name},
Please find invoice {invoice_number} for {amount}, due on {due_date}.
Thanks,
{your_name}
Subject: Reminder: invoice {invoice_number} is due on {due_date}
Hi {client_name},
A quick reminder that invoice {invoice_number} for {amount} is due on {due_date}. Please arrange payment when you can. If it has already been paid, ignore this email.
Thanks,
{your_name}
Subject: Final reminder: invoice {invoice_number} is overdue
Hi {client_name},
Invoice {invoice_number} for {amount} was due on {due_date} and is still unpaid. Please arrange payment now, or get in touch if there is a problem with the invoice.
Thanks,
{your_name}
For the automatic chase sequence, set the timing and wording in invoice reminders.
Yes. The invoice email has its own template in your company settings: a subject, a message, and a sign-off you write yourself. Save it once and every invoice goes out in your wording.
Three: one for invoices, one for quotes, and one for credit notes. Each is edited separately, so the email carrying a quote for a new job can read differently from the one carrying an invoice for work already done.
They are single-brace tokens such as {invoice_number}, {client_name}, and {amount}, swapped for the real values as the email sends. Each template has its own set: an invoice can use {due_date}, a quote can use {valid_until}, and a credit note can use {credit_note_number}.
Yes, for invoices and quotes. Either one can carry its own subject, message, and sign-off on the individual document, leaving the workspace template untouched, so a one-off line about a stage payment doesn’t change the wording on every other job. Credit notes use the workspace template only.
No. Chasing emails are written in your reminder policy, where each phase of the chase carries its own subject and body, so a nudge before the due date can read differently from one after it.
Set the wording for invoices, quotes, and credit notes, and every job after that goes out with the number, the amount, and the due date already in place.