Email templates
Edit an email body template
Change text and availability, set a default or delete an email body template.
Updated on September 7, 2026
This page lets you manage the accompanying text of a document email. A change to a global template also affects its future use by other users of the active administration. 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. |
If you change Language, also adapt the text itself. Turning off Globally available template makes the template personal. For shared text, consider the colleagues who use it.
Template and variables
Edit the text and formatting under Template. Open Variables to see the available placeholders. Variables are replaced with the relevant details when preparing an email; keep their spelling exactly as shown.
| 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. |
Check the completed email before sending, especially when a template is used for different documents or recipients.
System information
Creation date shows when the template was added. Last update shows when the data was last saved. Both fields are read-only.
Save and set a default
Save saves your changes; Cancel restores the saved version. The change does not send a message or rewrite previously sent emails.
A saved template that is not yet a default offers Make default. This action takes effect immediately and replaces the previous default for the same language, document type and personal or global availability. Other languages, document types and the other availability scope retain their own defaults.
Delete
Delete is available when the template is not a default. First make another template the default within the same scope if you want to delete the existing default.
Important: deleting permanently removes the template from the selection. Check beforehand whether you still need the text for future emails.