Design the look of your emails once and the platform applies it to every email your organisation sends: documents to the customer, automatic notifications and system emails.
What it is
Customisation of the look of the emails the app sends and of the outgoing mail server (SMTP) they are sent from.
The template you save here is the single frame for all of your organisation's emails: sending quotes, invoices and delivery notes, the automatic notifications (status changes, alerts) and the system emails. One branded design for everything.
The whole section requires the PRO plan.
The module is split into two modals:
- "Email Template Settings" — the design of the email: subject, style, colour, header, body, footer and company details.
- "Email settings" — the SMTP server: address, port, authentication, user and password.
What it is for
- Adding a fixed prefix and suffix to the subject line of every email, with a live view of the "Resulting subject:".
- Choosing a template Style (7 designs) and a Colour (6 palettes, or your exact brand colour with "Custom").
- Writing the header (greeting), the message body and the footer (signature), and inserting details from the send with placeholders.
- Adding your company details to the footer automatically, choosing which fields are shown.
- Editing the full HTML of the frame in Advanced mode, by hand or generated with the AI Assistant.
- Setting up your own SMTP server so that emails go out from your domain.
Careful: the Preview is generated by the server and is exactly the email that will be sent, not an approximation by the browser. What you see is what your customer receives.
Prerequisite
For any template to send anything, the mail server has to be configured and working. Without a working SMTP, no email goes out. Setting up your own server (the "Custom Server" toggle enabled) is strongly recommended to avoid data loss.
How to use it
- Open "Email Template Settings".
- Fill in "Subject prefix" and "Subject suffix"; the "Resulting subject:" line shows live how the subject will look (the document and its number are inserted automatically in the middle).
- Choose the Style (No design, Classic, Modern, Minimal, Side letterhead, Receipt ticket or Colour blocks) and the Colour (Blue, Green, Terracotta, Purple, Graphite, Gold or Custom for your brand colour).
- Adjust the Spacing (Low, Medium or High) depending on whether you want the email more compact or more airy.
- Write the "Header (greeting or heading)", the "Message body" and the "Footer (signature, contact details)". With the "Insert data into" chips you add Customer, Document, Number, Company, Address, Phone, Email or Web to the active field.
- Leave "✓ Company details (footer)" enabled so that the footer automatically includes your company details, and choose which ones with "Company details to show:".
- Check the Preview (it is the real email the system will generate) and click "Save".
- For the sending server, open "Email settings", enable "Custom Server", fill in server, port, authentication, user and password, and check it with "Test Email".
Buttons and actions — what each one is for
"Email Template Settings" modal
| Button / Control (on-screen text) | What it is for |
|---|---|
| Subject prefix | Fixed text at the start of the subject of every email. E.g. Quote . |
| Subject suffix | Fixed text at the end of the subject of every email. E.g. – Your company. |
| Resulting subject: | Live example line with the composed subject (prefix + document and number + suffix), e.g. Quote 0000123 – Your company. The document and its number are inserted automatically between the prefix and the suffix. |
| Style | Gallery of 7 template designs: No design, Classic, Modern, Minimal, Side letterhead, Receipt ticket and Colour blocks. It changes the structure of the email (logo band, card, dividers, footer). |
| Colour | The Blue, Green, Terracotta, Purple, Graphite and Gold palettes, plus Custom: it opens the browser's colour picker so that you can set your exact brand colour; the accompanying light tone and the text colour are worked out automatically. |
| Spacing | Density of the template's spacing: Low, Medium or High. |
Insert data into <field>: | Customer, Document, Number, Company, Address, Phone, Email and Web chips: they insert the matching placeholder into the active field (header, body or footer); on sending they are replaced by the real data. |
| ✓ Company details (footer) | Turns on or off the automatic footer block with your company details (the ones from Company settings), with nothing to type by hand. |
| Company details to show: | With the block enabled, you choose which fields appear: Company, Address, Phone, Email, Web. |
| Header (greeting or heading) | Text that opens the email (greeting or headline). |
| Message body | Fixed body text. The message you write when sending each email is inserted after it (where the content placeholder goes). |
| Footer (signature, contact details) | Signature, contact details or legal text for the footer. |
| Preview | Sample of the email with example data. It is generated by the server: it is the real email the system will generate. |
| Advanced mode / Simple mode | Switches between guided editing (style + colour + fields) and editing the full HTML of the template. |
| AI Assistant (in Advanced mode) | Generates the full HTML of the email frame from your description (style, colours, tone). Requires the Full plan (AI module). |
| Insert field (in Advanced mode) | Chips with the available placeholders (Message, Logo, Customer, Document, Number, Company, Address, Phone, Email, Web) so that you can insert them into the HTML. |
| Template HTML (in Advanced mode) | Editor for the email HTML. Use inline styles and keep the content placeholder: that is where the message is inserted on sending. |
| Reset | Returns to the default template (Classic, Blue, Medium spacing, company details enabled) and empties the header, body and footer. |
| Save | Saves the template. It is only enabled if there are changes. |
| Cancel | Closes the modal without saving. |
"Email settings" modal (SMTP server)
| Button / Control (on-screen text) | What it is for |
|---|---|
| Custom Server (toggle) | Enabled (mail): you use your own SMTP server and the server, port, authentication, user and password fields appear. Disabled (mail_lock): the platform's default server is used and a notice appears recommending that you set up your own to avoid data loss. |
| SMTP server | Address of the SMTP server. E.g. smtp.yourdomain.com. |
| SMTP name | Identifying name of the server. E.g. CRM. |
| Certificate server | Server holding the SSL/TLS certificate. Leave it empty if it is the same as the SMTP server (which is usual). |
| SMTP port | Connection port. 465 for SSL and 587 for TLS. |
| SMTP authentication | Type of security for the connection: TLS or SSL. Choose according to your mail server's configuration. |
| SMTP user | User / email of the SMTP server account. |
| SMTP password | Password of the SMTP server account (hidden field). |
| Test Email | Saves first and then sends a test email to the signed-in user's address, to check that the SMTP configuration works. |
| Save | Saves the SMTP server changes. It is only enabled if the form is valid and there are changes. |
| Cancel | Closes the modal without saving. |
Key concepts
- Email frame: the design that wraps every email from your organisation (logo band, card, colours, footer). It is defined once and applied to documents, notifications and system emails.
- Placeholders: words in square brackets that are replaced by the real data on sending: content (the message), customer, document, number, company, address, phone, email and web. They are inserted with the chips, so there is no need to type them by hand.
- Simple mode: guided editing by style, colour, spacing and the three fields (header, body, footer).
- Advanced mode: editing the full HTML of the template, by hand or generated with the AI Assistant. It replaces the old "Custom Template" toggle.
- Custom (Colour): your exact brand colour, chosen with the browser's picker; the light tone and the text colour are derived automatically.
- Company details (footer): automatic block with the details from Company settings; you choose which fields to show.
- Email logo: it comes automatically from the logo in Company settings; it is not uploaded here. If your company has no logo, the logo band is left out on its own.
- True preview: the preview is generated by the server with the same component that composes the send, so it matches the received email 100%.
- SMTP server: outgoing mail server that handles the sending. It needs an address, port, authentication and credentials.
- Custom Server: mode that uses your own SMTP server instead of the platform's default server.
- SMTP authentication: encryption protocol for the connection. TLS (port 587, standard) or SSL (port 465, hardened).
- Certificate server: server hosting the SSL/TLS certificate. It is normally the same as the SMTP server and is left empty.
Features by plan / role
- PRO: unlocks the module (template and SMTP server) except for the AI features.
- Full: required for the AI Assistant in Advanced mode (generating the full HTML of the frame). On lower plans the button is locked with the notice "AI module available from the Full plan".
- Role permissions: requires
mailTemplate_edit.
Frequently asked questions
Q: How do I make all my emails start with Quote in the subject?
A: In "Email Template Settings" fill in "Subject prefix". The "Resulting subject:" line shows you live how it will look; the document and its number are inserted automatically between the prefix and the "Subject suffix".
Q: Will the email my customers see be the same as the preview?
A: Yes. The Preview is generated by the server with the same component that composes the send: it is the real email the system will generate, not an approximation.
Q: Does this template affect the automatic emails (notifications, alerts)?
A: Yes. The saved template is the frame for all the emails your organisation sends: documents to the customer, automatic notifications and system emails.
Q: Can I use my exact brand colour?
A: Yes. Under Colour, click "Custom": the browser's colour picker opens and you set your exact colour. The accompanying light tone and the text colour are worked out automatically.
Q: How do I change the colours of the email?
A: With the Colour selector: six palettes (Blue, Green, Terracotta, Purple, Graphite, Gold) or "Custom" for your brand colour.
Q: How do I put my logo in the email?
A: The logo comes automatically from the logo in Company settings (settings → Company → Company details). Nothing is uploaded in this modal. If there is no logo, the logo band is left out on its own.
Q: Can I use my own, fully customised HTML?
A: Yes. Click "Advanced mode" and edit "Template HTML" with inline styles (email clients do not handle separate <style> blocks well). Keep the content placeholder: that is where the message is inserted on sending. It is the replacement for the old "Custom Template" toggle.
Q: Can the AI generate the whole email?
A: Yes. In "Advanced mode", the "AI Assistant" button generates the full HTML of the frame (header + structure + footer) from your description, with inline styles and the content placeholder included. It requires the Full plan.
Q: How do I put the customer's name or the document number into the email?
A: With the "Insert data into" chips (Customer, Document, Number, Company, Address, Phone, Email, Web): click the chip with the field active (header, body or footer) and the placeholder is inserted; on sending it is replaced by the real data.
Q: What is the "Test Email" button for?
A: It saves the configuration and sends a test email to your own address (the signed-in user's). It is there to check that the SMTP server works and that the email looks right before sending it to a customer.
Q: What do I put in "SMTP port", 465 or 587?
A: It depends on the "SMTP authentication": 465 for SSL and 587 for TLS. If you are not sure, check your mail provider's documentation; some also use 25 or 2525.
Q: What is "Custom Server" and when do I enable it?
A: It is the toggle that makes emails go out from your own SMTP server instead of the platform's. Enable it and fill in server, port, authentication, user and password. It is strongly recommended: with it disabled, the platform warns of the risk of data loss.
Q: I tested the email and it does not arrive. What should I check?
A: In "Email settings", check that "Custom Server" is enabled and that "SMTP server", "SMTP port", "SMTP authentication", "SMTP user" and "SMTP password" are correct. The port has to match the authentication (465/SSL, 587/TLS). Without a correct SMTP, no email goes out.
Q: Can I have a different template for each document type (invoice, quote)?
A: The email frame is global at organisation level. The specific email content for each print template (subject, body, CC) is defined per type from Print templates.
"Send email to the customer" modal — adding blocks to the body
When you print a document and click send by email, the "Send email to the customer" modal opens (subject, preheader, body, attachment, preview). Its preview is also generated by the server and matches the real email that is sent. In the Message section, the "Add to the body" row has three independent switches that insert or remove their block from the body straight away:
| Control (on-screen text) | What it is for |
|---|---|
| Greeting | Adds the greeting line "Hello, <customer name>:" at the start of the body. |
| Attachment sentence | Adds the sentence "Please find your <document> attached as a PDF." |
| Customer and no. table | Adds a table with the Customer and the document No. |
By default all three are off (a blank body so that you can write the message freely). Your choice is remembered for the next sends.