Every single time you email an invoice to a client, email a quote or purchase order or send a statement you have the option to customise the "text" you send in the email. If you are changing this each time you send an email then you will certainly benefit from customising these templates so you never have to type out the email body again! Likewise if you are just hitting the send button a review of these templates will certainly help!
There are a few email templates already setup for you but it's always good to review these and make sure they are 'on brand' for your business. But most importantly you want to make sure these templates have ALL the information your customers and suppliers need.
The logistics
You can either edit the templates that are already setup for you OR add new ones (or both).
To edit an existing template go to Settings > General Settings > Email Settings. Next to Templates click Edit. You will see a list of all the Templates that are already setup. Clicking on the blue name will allow you to edit the template further.
To add a template go to Settings > General Settings > Email Settings. Next to Templates click Edit. You can add a new template by clicking the blue + Add email template at the bottom of the page. Just select the type of template you are creating, ie for Remittance Advice and start to customise what you want in the template.
You will see when editing or creating a template you have placeholders you can add. These pick up details such as the client name, invoice number, amount due, due date, quote expiry etc. This means you can include snippets of information in the body of the email.
What else can you add
You can add anything you like to these templates.
You can add a really nice thank you when sending receipts to your customers once they have paid.
You might like to add a note on every Invoice you send out for your customers to like your facebook page so they never miss an update on items you have.
You might want to direct your customers and suppliers to an event you are having by adding the link to all the templates.
You might want to direct your customers to your Frequently Asked Questions page or Services page as a reminder of your pricing when sending the invoice.
You might like to include a reminder in your invoice template of your terms and conditions.
You may want to include a link to previous work completed when sending out quotes.
As you can see the sky is really the limit. You can add anything you want to these templates. It's a great way to showcase what your business does and provide the information your customers and suppliers need without you having to remember to type anything out when you are pressing the send button.
What else will you be adding to your email templates in Xero?
