Setting up email templates

From Administration > Settings > Email Settings you can configure default or template emails for sending invoices, invoice reminders and job documents (including proposal documents).

Each email template can have preset subject line and email message text, including placeholders for linking specific Abtrac client and job information.

It’s a good idea to vary your template text from time to time, to avoid your mail being filed as junk.

A word on email deliverability

Like many application providers we work with a third party to provide you the best in email deliverability. Abtrac emails are back by the experience of the team at Twillo SEND GRID, you can learn more about SendGrid here.

Before you start emailing via Abtrac we recommend you read through these tips on ensuring emails are received.

Add an email template

Email templates are accessible from Administration > Settings > Email Settings.

Choose your email type from the drop down and choose the “+” add button to create one or more templates as per the instructions below.

Default templates can be chosen for each email type: Invoices, Invoice Reminders, Account Rendered (Statements) and Job Documents (Proposals).

Each template requires :

Email Setting Name

This must be a unique name for all templates and unique for all email types.

Subject Line

The subject line is also a required field. Subject lines are limited to 255 characters. We recommend you also include your company name in the subject line.

You can include placeholder text in the email subject for linking specific Abtrac client and job information, click the drop down arrow to select subject line placeholder options.

See all the placeholder options and descriptions in the footer of this article

Email Body Text (Email message)

The email body text has a character limit of 500 for template emails.

If you are editing and sending a single email via the Send Email screen this character limit is extended to 5000 characters.

The email body text can be customised extensively, you can:

  • insert placeholders for linking specific Abtrac client and job information
  • add hyperlinks
  • format text styling
  • include tables and images

How to insert data from your client and job information in an email

Placeholders are links, where content from Abtrac displays when you send the email. Placeholders must have square brackets around them, for example [JOB DESCRIPTION].

Click on the Placeholder option pictured to open the placeholder options menu. To insert content double click on an option.

Placeholder content options are inserted into the template wherever your cursor is.

A full list of placeholder options for all email types is included later in this article.

Tips for email message content

Keep your email message plain text

We recommend keeping your template emails simple, and preferably text only to avoid any potential triggers with your clients mail servers.

Although Abtrac includes a range of customisation options for emails, in the world of email deliverability less is definitely best.

We recommend you keep your email message as plain text – you might notice most invoices you receive from accounting software follows the same rule.

Read more on our recommendations for email deliverability here.

Logos are usually a no go

Lately images are the preferred method for email hackers who maliciously use images for hiding tracking codes.

For this reason the default settings for most client email applications is to block or hide embedded images in emails. Certain client email applications will also resize your embedded images.

From Gmail to Microsoft Outlook, Thunderbird to Windows Mail, there are more than 30 different email clients. Each of these clients displays emails differently. For instance, an email that looks perfectly fine on Gmail may not resolve properly on Microsoft Outlook and vice versa. To add to this the complexity, more than 50% of people read emails through mobile devices.

We recommend avoiding adding logos to your email templates for all these reasons.

You can instead style your email signature using fonts and colours to match your branding.

Don’t copy content from Word, Outlook or Mail

If you are copying your standard email signature into the Abtrac email templates you should paste it in as plain text, paste via notepad to remove any application or text formatting.

You can then restyle using the options from within the Email Design editor.

Create your Email Text using Fullscreen mode

The Add or Edit Email Content screen starts as a pop-up. Choose Fullscreen mode for easier editing of your email text.

Use Design mode for creating email text

There are three windows for editing email content.

Add your email text in Design view. You can edit the underlying code if required using HTML view, and see how it looks using Preview.

Invoice template emails

To add an template email for sending invoice reminders go to Administration > Settings > Email Settings.

Select “Invoice” as the Email type.

Below Email type click the “+” button to Add an email setting.

Enter the information required for your invoice template email – a name, a subject, and then create your email message (follow the recommendations from the tips above)

Click Update to save.

Placeholder options for invoice and invoice reminder templates

Placeholder NameDescription
Bill Recipient FirstNameThe invoice recipient first name (Invoice Management > Invoice Details)
Bill RecipientThe full name of the invoice recipient (Invoice Management > Invoice Details)
Client NameThe Client Name in Abtrac
Invoice #The number of the invoice (or credit note)
Invoice MonthThe month included in the invoice date
Job CodeThe project or job code associated with an invoice
Job DescriptionThe description used for your project from the job details screen
Job OwnerThis is Job Owner 1, the assigned project owner
Purchase OrderThe purchase order number assigned to the project

Setting a default invoice template

Templates for emailing invoices are linked to your invoice setting configurations. You can have unique template for each invoice office setting in Abtrac.

To set your default invoice template choices go to Administration > Settings > Invoice and Other Office Settings. In the Invoice Settings section > scroll down to Email Settings

Invoice Reminder template emails

Creating invoice reminder template emails follow the same process detailed for invoice emails above. The placeholder options are the same for both email types.

Invoice reminders in Abtrac are included as an add-on feature.

To enable invoice reminders you must subscribe to the Debtor module.

Go to Administration > Settings > Email Settings. Select “Invoice Reminder” as the Email type.

Below Email type click the “+” button to Add an email setting.

Enter the information required for your invoice reminder template email – a name, a subject, and then create your email message (follow the recommendations from the tips above)

Click Update to save.

How to send invoice reminders

Invoice Reminders in Abtrac are sent on a case by case basis, not automatically.

You can review and send invoice reminders for outstanding accounts from Debtor Management > Debtor Control > Invoice Reminders

Learn how to send invoice reminders here

Account Rendered (Statements) template emails

Creating account rendered template emails follow the same process detailed for invoice and invoice reminder emails above.

Account Rendered reports (Sending Statements) in Abtrac are included as an add-on feature.

To enable statements (account rendered) you must subscribe to the Debtor module.

Go to Administration > Settings > Email Settings. Select “Account Rendered” as the Email type.

Below Email type click the “+” button to Add an email setting.

Enter the information required for your account rendered template email – a name, a subject, and then create your email message (follow the recommendations from the tips above)

Click Update to save.

Placeholder options for account rendered templates

Placeholder NameDescription
Bill RecipientThe full name of the client default invoice recipient (Clients > Invoice Defaults)
Client NameThe Client Name in Abtrac

How to send statements (How to send accounts rendered)

Statements (Accounts Rendered) in Abtrac are sent on a case by case basis, not automatically.

You can review and send accounts rendered for outstanding accounts from Debtor Management > Debtor Reports by choosing the Account Rendered option.

Learn how to send accounts rendered/Abtrac statements here

Document templates emails (Proposals)

To add an template email for sending project documents, fee estimates and proposals go to Administration > Settings > Email Settings.

Select “Document Template” as the Email type.

Below Email type click the “+” button to Add an email setting.

Enter the information required for your invoice template email – a name, a subject, and then create your email message (follow the recommendations from the tips above)

Click Update to save.

Placeholder options for job document templates

Placeholder NameDescription
Job CodeThe project or job code
Proposal NumberThe proposal number from the job details screen
Job DescriptionThe description used for your project, also from the job details screen
Job Owner1This is Job Owner 1, the assigned project owner
Job Owner1 First NameThe given name for the employee assigned as the job owner
Job Owner1 Last NameThe last name for the employee assigned as the job owner
Job Owner1 AliasThe xxx for the employee assigned as the job owner
Job Owner1 Role NameThe role description for the employee assigned as the Job Owner,
e.g. Lead Architect, Senior Planner, etc
Job Owner1 EmailThe email address for the employee assigned as the job owner
Job Owner1 MobileThe mobile number for the employee assigned as the job owner
Job Owner1 PhoneThe phone number for the employee assigned as the job owner
Job FeeThe total fee amount as shown in the Job Billing Details in Abtrac
Client NameThe Client Name in Abtrac
Client CodeThe Client Code in Abtrac
Client Main Contact
First Name
From Abtrac Clients > People a contact can
be selected as a “Main Contact” This is the first name for the person assigned as the main client contact.
Client Main Contact
Second Name
The last name for the person assigned as the main client contact
Client Main Contact
Title
The title of address for the person assigned as the main client contact.
e.g Mr, Miss, Dr etc.
Client Main Contact
Phone
The phone number for the person assigned as the main client contact
Client Main Contact
Mobile
The mobile number for the person assigned as the main client contact
Client Main Contact
Role
The role description for the person assigned as the main client contact.
e.g. Finance Administrator, Project Manager, Lead Architect etc
Client Main Contact
Comment
Any comments associated with the person assigned as the main client contact
Client Main Contact
Email
The email address for the person assigned as the main client contact.

How to select job document email templates

Project documents, fee estimates and proposals are all sent from within the Projects Menu.

In Abtrac you can have multiple job documents and a variety of email templates to send with them.

Choose the Projects > Print option and then select a standard or job specific template document.

From the Email Job Template screen > Email Settings allows you to select which email template to send with your job document.

Abtrac KB # 1005

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