Communication Templates
Control every customer-facing message in one place.
Communication Templates
Navigate to Setup Items > Communication Templates to control the wording of the messages your customers receive. Instead of editing copy in five different places, you manage it all here.
What you can customize (each can hold several named templates, with one marked default):
- Estimate Approval Email: the email sent when you send an estimate to a client.
- Invoice Email: the email sent when you send an invoice.
- Estimate PDF Footer and Invoice PDF Footer: the text block below the totals on your PDFs.
- Estimate Approval Page: the intro text, footer, and "Accept" button label on the customer's online approval page.
- Merge fields: Drop in placeholders like
{customer_name},{company_name},{estimate_total},{invoice_amount},{due_date}, and{approval_url}by clicking a chip, they're filled in automatically when the message is sent. - AI Writer: Click ✨ AI Writer, describe the tone or change you want, and Generate a draft subject and body. Keep it as-is or tweak it before saving, the system learns your preferred style over time.
- Message Snippets: The reusable text blocks you insert into customer messages (formerly "Message Snippets") live on the same page, with CSV import for bulk loading.
Message Snippets
Navigate to Setup Items > Communication Templates (Snippets section) to manage reusable customer communication snippets. For the full email/PDF/approval-page template system and AI Writer, see Communication Templates.
- Message snippets are pre-written text blocks you can insert into estimate customer messages and invoice notes with one click instead of retyping common language.
- Add Snippet: Enter the message text and a sort order to control display position.
- Edit: Click Edit to update snippet text or sort order inline.
- Activate / Deactivate: Deactivated snippets are hidden from the dropdown but preserved in the system.
- Usage: On the Estimate Detail or Invoice Detail page, select a snippet from the dropdown to insert it into the customer message field.