QuickFile sends routine emails from many areas of your account, such as invoices and statements to clients, purchase orders to suppliers, and login details to new users. Rather than writing these from scratch each time, QuickFile gives you a standard template for each one, which you can edit to suit your business.

You can edit the standard templates used for everyone and, if you need to, create different wording for individual clients.

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Finding your routine emails

1. Hover over Account Settings in the top menu and select Routine emails.

   

2. The Routine Emails screen shows your default email details at the top, followed by a list of every routine email QuickFile sends. Each one has a Modify link.

   

Setting your default email details

The fields at the top of the Routine Emails screen apply to all of your outgoing emails:

• Default email address - the reply address. If your customer replies to one of your emails, the reply goes to this address.
• Email from Name - the sender name your client sees in their email software. By default this is your company name.
• Email signature - added to the bottom of all outbound emails. Some HTML is allowed.

Editing a template

1. Click Modify next to the email you want to change, for example New Invoice Raised.

2. Edit the Subject and Body as needed.

3. To add a token, click in the body where you want it, choose the token from the Custom Tokens list and click Insert Token. See Using email tokens below.

   

4. Click Save. You’ll see the message “Your custom template has been updated!”

Using email tokens

Some parts of a template are tokens, which are words enclosed by @ symbols, such as @FirstName@ or @InvoiceNumber@. They work like mail merge fields: when QuickFile sends the email, each token is replaced with the matching details from your account, such as the client’s name, the invoice number or the invoice total (@InvoiceTotalAmount@).

Each template has its own set of tokens, listed in its Custom Tokens drop-down. For example, New Invoice Raised offers tokens for the invoice number, issue and due dates, totals and a direct link to the invoice. This means one template can be reused while every email still contains the right details for that client and transaction.

Reverting a template to the default

If you want to go back to QuickFile’s standard wording:

1. Click Modify next to the customised template.

2. Click Revert to default, next to the Subject.

   

3. When asked “Are you sure you want to revert to the default template?”, click OK.

   

Custom templates for specific clients

Sometimes a particular client needs different wording, for example extra payment instructions with their invoices. A client-specific template overrides your standard template for that client only. Everyone else still gets the standard version.

You can create client-specific versions of these templates:

• New Invoice Raised
• New Invoice Raised From Recurring Invoice
• New Estimate Created
• New Statement Created
• New Credit Note Created
• New Payment Received
• New Direct Debit Invitation
• 1st Overdue Invoice Reminder
• 2nd Overdue Invoice Reminder
• Final Overdue Invoice Reminder

To create one:

1. Open the client record, click View.. and select Custom Email Templates.

   

2. The screen confirms which client you’re editing, for example “Customise the content of your outbound emails for Acorn Design Ltd here.” Click Modify next to the email you want to change.

3. Enter the wording you want QuickFile to use for this client, then click Save.

   

To remove a client’s custom wording, click Modify on that template, then Revert to default and confirm. The client will then receive your standard template again.

Related topics

• Power User Subscription
• Email wrapper HTML
• New mail token for attaching files to invoices/estimates
• Sending mail from your own SMTP Server