Email Templates

Create and manage reusable email templates for your CRM workflow — quotes, contracts, invoices, appointments, and more.

Key Features

• Template Library: Store all your standard emails in one place, organized by category
• Merge Variables: Automatically personalize emails with contact names, project details, quote amounts, invoice numbers, and more
• Live Preview: See exactly how your email will look with real sample data before using it
• Categories: Organize templates by type — Quotes, Contracts, Invoices, Appointments, Portal, and General
• Duplicate: Copy any template as a starting point for a new one
• Default Templates: Load a set of professionally written templates to get started instantly

How to Use

Creating a Template

1. Click New Template in the top right
2. Enter a template name (used internally to identify it)
3. Choose a category from the dropdown
4. Write your subject line — you can include merge variables like {{contact.first_name}}
5. Write the email body in the text area — HTML formatting is supported
6. Click variable chips in the right panel to insert them at your cursor position
7. Click Preview to see how the email looks with sample data filled in
8. Click Save Template

Using Variables

The variables panel (right side of the editor) lists all available merge tags grouped by type:

• Contact — first name, last name, email, phone
• Account — company name, email, phone
• Project — name, start date, end date, venue
• Quote — number, total, valid until, link
• Contract — title, number, link
• Invoice — number, total, due date, link
• Appointment — type, date, time, location
• Company — your business name, phone, email
• Portal — client portal link

Click any variable chip to insert it directly into the email body at the current cursor position.

Loading Default Templates

Click Seed Default Templates to automatically create 10 pre-built templates covering the most common CRM scenarios — quote sent, invoice ready, contract signing, appointment confirmation, follow-up, and more. Any templates that already exist are skipped.

Managing Templates

Each template in the list has four actions:

• Edit — open the editor to modify the template
• Duplicate — create a copy to use as a starting point
• Preview — preview the rendered email with sample data
• Delete — permanently remove the template

Use the Category filter to narrow the list, or use the search bar to find templates by name or subject line.

Tips

• Use descriptive names so you can quickly find the right template when sending emails
• The preview feature fills in realistic sample data so you can check formatting and layout before sending
• Mark templates as Inactive if you want to keep them but hide them from use
• Duplicate an existing template and tweak it rather than starting from scratch for similar emails