Email templates
Create an email body template
Create document-specific email text with a language choice and variables.
Updated on September 7, 2026
An email body template lets you prepare the accompanying text of a document email. You create reusable text; Save does not send an email. You need access to the administration and an active Billnado licence.
Data
| Field or setting | Meaning |
|---|---|
| Name | The internal name used to identify the template in a selection. |
| Document Type | Determines which document email the text is available for: invoice, order, quotation, credit note, purchase order, delivery, work performance or one of the three reminder levels. |
| Language | Determines the language for which the template is available. Choosing a language does not translate the text automatically. |
| Globally available template | Shares the template with users of the active administration. Without this setting, the template is personal. |
| Template | The formatted accompanying text for document emails. Variables insert the relevant recipient and document details. |
Globally available template is enabled for a new template. Disable it if you want to use the text only yourself. Write the content in the selected language. You can use separate texts with an appropriate tone for each reminder level.
Text and variables
Write and format the content under Template. Use the editor for paragraphs, emphasis, lists and links. Use variables when a name or document detail must change for each email. Copy their spelling, including square brackets, exactly.
| Variable | Meaning |
|---|---|
[relation_name] | Name of the customer or supplier associated with the email. |
[contact_name] | Name of the contact person; the customer or supplier name is used when no contact person is selected. |
[company_name], [company_email], [company_phone], [company_website] | Name and contact details of the trade name associated with the document. |
[company_address_street], [company_address_number], [company_address_zip], [company_address_city] | Components of the company address. |
[company_logo] | Logo of the trade name. |
[user_name], [user_email], [user_phone] | Details of the internal contact person concerned. |
[document_number] | Document number. |
[document_value_excl], [document_value_vat], [document_value_incl] | Document amounts excluding VAT, VAT and including VAT. |
[document_guest_link] | Public document link when available for the document. |
Use document variables only when they suit the selected document type.
When preparing an actual email, check the completed text and links before sending. The template editor shows reusable text, not the completed details for a specific recipient.
Create the body template
Save creates the template. It is then available according to your language, document type and personal or global choice. It does not automatically become the default. To do that, use Make default in the template details.