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Email Templates

Email Templates

Email Templates settings allow you to create and customize email formats for sending business documents like invoices, bills, and purchase orders from Lekha. You can personalize the subject lines and content to match your business communication style.

Accessing Email Templates Settings

  1. Navigate to Settings from the main menu
  2. Click on General from the settings categories
  3. Select Email Templates from the general settings options

Email Templates Overview

The Email Templates page displays all configured templates for your organization showing:

  • Name: Template name for easy identification
  • Type: Document type (Invoice, Bill, Purchase Order)
  • Status: Whether the template is active or inactive
  • Template Type: System template or custom template

Managing Email Templates

Creating New Templates

  1. Click the + New button at the top of the templates list
  2. Fill in the template information
  3. Design your email content
  4. Save your new template

Editing Existing Templates

  1. Click the Edit button for the template you want to modify
  2. Update the template details as needed
  3. Save your changes

Note: System templates cannot be modified or deleted.

Deleting Templates

  1. Go to the edit page for the template you want to remove
  2. Click the Delete button
  3. Confirm the deletion

Important: You can only delete custom templates that are not currently being used for sending emails.

Email Template Fields

Basic Template Information

Template Name (Required)

  • Enter a descriptive name for your template
  • Examples: “Standard Invoice Email”, “Urgent Payment Reminder”, “Purchase Order Confirmation”
  • Use names that help you identify the template’s purpose

Template Type (Required)

  • Select the type of document this template is for:
    • Invoice - For sending customer invoices
    • Proforma Invoice - For sending quotations and estimates
    • Bill - For vendor bill communications

Active Status (Optional)

  • Toggle to enable or disable the template
  • Active templates are available when sending emails
  • Inactive templates are hidden from selection
  • Default setting is active (enabled)

Email Content

Email Subject (Required)

  • Enter the subject line template for emails
  • Can include template variables for personalization
  • Examples: “Invoice {{invoice_number}} from {{organization_name}}”, “Your Purchase Order {{po_number}}”

Email Body (Required)

  • Create the main content of your email using the rich text editor
  • Include template variables for dynamic content
  • Format text with bold, italics, lists, and other styling options
  • Minimum height for comfortable editing

Template Variables

Template variables allow you to automatically insert information specific to each document when sending emails.

Using Template Variables

  1. Click the Show Template Variables button to see available options
  2. Click on any variable to insert it into your email content
  3. Variables appear as {{variable_name}} in your template
  4. When emails are sent, variables are replaced with actual data

Available Variables by Type

Variables change based on your selected template type:

Invoice Templates

  • {{customer_name}} - Customer’s business name
  • {{invoice_number}} - Invoice reference number
  • {{invoice_date}} - Date of invoice
  • {{due_date}} - Payment due date
  • {{total_amount}} - Invoice total amount
  • {{organization_name}} - Your company name

Proforma Invoice Templates

  • {{customer_name}} - Customer’s business name
  • {{proforma_number}} - Proforma invoice number
  • {{validity_date}} - Quote validity date
  • {{total_amount}} - Quoted amount
  • {{organization_name}} - Your company name

Bill Templates

  • {{vendor_name}} - Vendor’s business name
  • {{bill_number}} - Bill reference number
  • {{bill_date}} - Date of bill
  • {{total_amount}} - Bill total amount
  • {{organization_name}} - Your company name

Creating Effective Email Templates

Subject Line Best Practices

Clear and Informative

  • Include document type and number
  • Add your company name for recognition
  • Keep subject lines concise but descriptive

Examples:

  • “Invoice {{invoice_number}} from {{organization_name}}”
  • “Payment Due: Invoice {{invoice_number}} - {{due_date}}”
  • “Purchase Order {{po_number}} Confirmation”

Email Body Guidelines

Professional Structure

  1. Greeting with customer/vendor name
  2. Purpose of the email
  3. Important details (amounts, dates)
  4. Next steps or actions required
  5. Contact information
  6. Professional closing

Sample Template Structure:

Dear {{customer_name}},

Thank you for your business. Please find attached Invoice {{invoice_number}} dated {{invoice_date}}.

Invoice Details:
- Amount: {{total_amount}}
- Due Date: {{due_date}}

Please process payment by the due date. Contact us if you have any questions.

Best regards,
{{organization_name}}

Content Tips

Keep It Professional

  • Use formal business language
  • Include all necessary information
  • Be clear about required actions

Make It Personal

  • Use template variables for names and details
  • Customize tone for different document types
  • Include relevant company information

Ensure Clarity

  • Highlight important dates and amounts
  • Use formatting to improve readability
  • Include contact information for questions

Template Types and Usage

System Templates

  • Pre-created by Lekha with standard content
  • Cannot be modified or deleted
  • Available as starting points
  • Marked as “System Template” in the list

Custom Templates

  • Created by your organization
  • Fully customizable content and formatting
  • Can be edited, activated, deactivated, or deleted
  • Marked as “Custom Template” in the list

Best Practices

Template Organization

  • Create specific templates for different purposes
  • Use clear, descriptive names
  • Organize by document type and urgency level
  • Keep active templates current and relevant

Content Management

  • Review templates regularly for accuracy
  • Update company information when it changes
  • Test templates with sample data
  • Get feedback from recipients when possible

Variable Usage

  • Use variables for all dynamic content
  • Double-check variable names for accuracy
  • Test emails to ensure variables populate correctly
  • Keep variable usage consistent across templates

Troubleshooting

Common Issues

Template Variables Not Working

  • Ensure variable names are spelled correctly
  • Check that variables are surrounded by double curly braces
  • Verify variables are appropriate for the template type
  • Test with actual documents to confirm population

Cannot Delete Template

  • Check if template is currently being used
  • Ensure it’s not a system template
  • Remove template from any default settings
  • Contact support if issues persist

Email Formatting Issues

  • Use the rich text editor for proper formatting
  • Preview emails before sending
  • Test with different email clients
  • Keep formatting simple for better compatibility

Setup Recommendations

Initial Setup

  • Start with system templates as examples
  • Create one template per document type
  • Test thoroughly before activating
  • Train team on template selection

Ongoing Maintenance

  • Review templates monthly
  • Update contact information as needed
  • Archive unused templates
  • Create seasonal or promotional variants

Integration with Other Modules

Email templates integrate with:

  • Invoices: Send customer invoices with personalized emails
  • Bills: Communicate with vendors about bill payments
  • Purchase Orders: Confirm orders with suppliers
  • Customer Management: Maintain professional communication
  • Vendor Management: Streamline supplier communications

Proper email template setup ensures consistent, professional communication with customers and vendors while saving time on routine correspondence.

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