Many email messages you send from your Flare account can be customized. Although Flare's default system emails cannot be edited, you can create your own message templates.

• Types of email templates
• Create custom message templates.
• Delete templates.
• Template placeholders.
• Use email templates you've created.

Types of email templates

You may create custom messages for the following email templates:

• Invoices - used to send an invoice notification to a customer.
• Estimates -used to send an estimate to a customer.
• Invoice Payment - an automated email that the customer receives upon successful payment of an invoice via the customer portal.
• Credit note
• Bill - used to send a vendor bill to a recipient of your choosing.
• Debit note
• Bill Payment - used to send a record of a bill payment to a recipient of your choosing.
• Adjustment

Create email templates

To create a custom email template, do the following.

1. Click the Settings icon in Flare's top menu and then click Email Templates in the Settings menu (1 and 2 below).
   
   
   
   
2. Click the Template Type dropdown menu and select the template for which you'd like to create a custom email message (3 below). In this example, we'll create a custom invoice message template.
   
   
   
   
3. Click the Template Name dropdown menu and click Add New Template (4 below).
   
   
   
   
4. In the Template Name field enter a name for your template and type an email Subject (5 below). You can choose template placeholders if you like. These will be replaced by actual data when the email message is sent.
   
   
   
   

Delete email templates

To delete an email message template.

1. Click the Flare Settings gear icon and click Email Templates in Flare's Settings menu (1 and 2 below).
   
   
   
   
2. Select the Template Type (3 below) and choose the template you'd like to delete (4 below). Default system templates cannot be deleted.
   
   
   
   
3. Click the Delete button (5 above).

Email message template placeholders

Template placeholders are variables that you insert in your custom email message's body or subject field. When the email is sent, placeholders will be replaced with actual data such as a customer's name, invoice amount and other data from records in your Flare account.

Examples of use:

If your company name is "My Widget Co." and you insert the placeholder ${company.name} in the message body, when the message is sent, the placeholder ${company.name} will be replaced with "My Widget Co" (without quotes).

You don't have to remember the placeholder variables. When composing the message, insert your cursor where you'd like a placeholder (1 below) and select the placeholder by name (2 below).

Placeholders depend on information being present in company settings, customer and vendor records, invoices, bills and other transaction record data. If the data is not present, "n/a" will be printed in its place. It's important then, to verify that data that will replace the placeholder variable exists.

Placeholders

Company

The following placeholders are available in the "Insert Placeholder" dropdown menu shown above. On the left is the placeholder name. On the right is the value inserted when the placeholder is selected from the menu.

Name: ${company.name} - your company name.
Email: ${company.email}
Website: ${company.website}
Fax: ${company.phone}
Phone: ${company.phone}

Where the information comes from: Settings > Company Settings.

User

First Name: ${user.firstName} - your first name.
Last Name: ${user.lastName} - your last name.

Where the information comes from: Settings > Your Account.

Customer

Name: ${customer.name} - the customer's company name.
First Name: ${customer.firstName}
Last Name: ${customer.lastName}
Middle Name: ${customer.middleName}
Title: ${customer.title}
Email: ${customer.email}
Phone: ${customer.phone}
Mobile: ${customer.mobile}
Fax: ${customer.fax}
Website: ${customer.website}

Where the information comes from: A customer record. To update customer records visit Sales > Customers, select a customer and click the Edit icon.

Customer portal

Link: Link (link anchor text is "Link" by default) url and link anchor text can be edited.

URL: ${customerPortalUrl} - the URL to the customer's portal, where they can view or pay online.

Where the information comes from: automatically generated by the Flare system.

Vendor

Name: ${vendor.name} - the vendor's company name.
First Name: ${vendor.firstName}
Last Name: ${vendor.lastName}
Middle Name: ${vendor.middleName}
Title: ${vendor.title}
Email: ${vendor.email}
Phone: ${vendor.phone}
Mobile: ${vendor.mobile}
Fax: ${vendor.fax}
Website: ${vendor.website}

Where the information comes from: A vendor record. To update vendor records visit Purchases > Vendors, select a vendor and click the Edit icon.

Invoice

Invoice No: ${invoice.invoiceNo} - the invoice number.
Invoice Date: ${invoice.invoiceDate}
Due Date: ${invoice.dueDate}
Total: ${invoice.total} - the invoice total amount.
Balance: ${invoice.balance} - the invoice balance due.
Status: ${invoice.status} - The invoice status (Paid, Current, or Past Due).

Where the information comes from: customer invoices (Sales > Invoices).

Estimate

Estimate No: ${estimate.estimateNo}
Estimate Date: ${estimate.estimateDate}
Valid To Date: ${estimate.validToDate}
Total: ${estimate.total} - the  estimate total.
Status: ${estimate.status} - the estimate status (Open, Converted, Expired).

Where the information comes from: customer estimates (Sales > Estimates).

Credit note

Credit Note No: ${creditNote.creditNoteNo}
Credit Note Date: ${creditNote.creditNoteDate}
Total ${creditNote.total} - the credit note total.
Status: ${creditNote.status} - the credit note status (Unapplied or Applied).

Where the information comes from: customer credit notes (Sales > Credit Notes).

Invoice payment

Payment Date: ${invoicePayment.paymentDate}
Payment No: ${invoicePayment.paymentNo}
Amount: ${invoicePayment.amount}

Where the information comes from: online payment provider when a customer successfully pays the invoice via the customer portal.

Bill

Bill: ${bill.billNo}
Bill Date: ${bill.billDate}
Due Date: ${bill.dueDate}
Total: ${bill.total}
Balance: ${bill.balance}
Status: ${bill.status} - the bill's status (Open, Paid, Past Due).

Where the information comes from: Bills you've recorded in Flare (Purchases > Bills).

Debit note

Debit Note No: ${debitNote.debitNoteNo} - the debit note number.
Debit Note Date: ${debitNote.debitNoteDate}
Total: ${debitNote.total}
Status: ${debitNote.status} - the debit note status (Unapplied or Applied).

Where the information comes from: Debit notes you've created

Bill payment

Bill Payment Date: ${billPayment.paymentDate} - the date your recorded payment of a bill.
Payment No: ${billPayment.paymentNo} - the number of the bill.
Amount: ${billPayment.amount}

Where the information comes from: Payment you've recorded for a bill (Purchases > Bills) or when you record a check in a Flare bank account (Bank > your bank account name).

Adjustment

Adjustment No: ${adjustment.adjustmentNo}
Adjustment Date: ${adjustment.adjustmentDate}
Reversal Date: ${adjustment.reversalDate}
Total: ${adjustment.total}
Memo: ${adjustment.memo}

Where the information comes from: Adjustments.

Use email templates

Once you've created an email message template, you can select it when sending invoices, estimates, bills, bill payment notifications, debit notes, credit notes and adjustments.

In the following example, we'll show you how to select a invoice email message template.

1. Click Sales > Invoices in Flare's main menu (1 and 2 below).
   
   
2. Select an invoice and click the email icon (3 and 4 above). Flare will show you a preview of the default system invoice email template.
   
   
3. Select a custom invoice message template you've created (5 below).
   
   
   
   
4. Flare will show a preview of your invoice message template. Placeholders will be replaced by with actual data.
   
   
   A) Is the uneditable portion of Flare's invoice notification HTML.
   B) Is the invoice email message template you created.
   
   
5. Click the Send button to send the invoice notification email. The email the customer receives looks like this:
   
   
   
   
     Note that customer information (Name, first name, last name) will only be displayed if you have completed those fields in the customer's record. Likewise, your company information (Phone, Fax, Email, Website) will only be displayed if you've completed your company information in Settings > Company Settings.