Email Templates

Create and manage reusable email templates for every stage of your client workflow — quotes, contracts, invoices, appointments, and more. ACME Creative Agency, for example, keeps ready-made templates for every client touchpoint, from a first quote to a final invoice reminder, so every message goes out polished and on-brand.

Key Features

• Template Library: All your standard emails in one place, organized by category and searchable by name or subject
• Merge Variables: Automatically personalize emails with contact names, project details, quote amounts, invoice numbers, and more — inserted with a single click
• Live Preview: See exactly how your email will look with realistic sample data filled in before ever using it
• Categories: Organize templates by type — Quotes, Contracts, Invoices, Appointments, Portal, and General
• Duplicate: Copy any template as a starting point — the editor opens immediately with the copy ready to edit
• Default Templates: Load 10 professionally written templates instantly to hit the ground running

How to Use

Creating a Template

1. Click New Template in the top right
2. Enter a name for the template (used internally — e.g. "Quote Follow-Up")
3. Choose a category and set the status to Active or Inactive
4. Write your subject line, optionally including merge variables
5. Write the email body in the main editor — HTML formatting is supported
6. Click any variable chip in the right panel to insert it at your cursor position
7. Click Preview to check how the email looks with sample data
8. Click Save Template

Using Variables

The variables panel on the 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 chip to insert it at the current cursor position in the body.

Loading Default Templates

Click Seed Default Templates to instantly create 10 pre-built templates covering the most common CRM scenarios: quote sent, quote accepted, contract ready, invoice sent, payment received, appointment confirmation, appointment reminder, client portal welcome, follow-up, and thank you. Templates that already exist by name are skipped automatically, so it's safe to run more than once.

Managing Templates

Each row in the list has four actions:

• Edit — open the editor to modify the template
• Duplicate — create a copy and open it in the editor immediately
• Preview — view the rendered email with sample data substituted in
• Delete — permanently remove the template

Use the Category filter above the list to narrow results, or search by name or subject line.

Tips

• Use specific names so templates are easy to find — "Invoice Reminder – 7 Days" is clearer than just "Invoice"
• Always preview before using a new template to catch formatting issues or missing variables
• Set a template to Inactive to keep it saved without it appearing in active use — useful for seasonal or situational emails you don't need year-round
• Duplicate an existing template and tweak it rather than starting from scratch for similar emails