Settings
Email Templates
Customize email templates sent to clients for time reports, invoices, and other communications.
Email Templates
Customize the email templates sent to clients for various communications.
Navigate to System > Settings > Email Templates to access these settings.
Available Templates
Time Allocation Summary
Sent to clients with updates about their RateSchedule hours usage. Includes:
- Current month total hours
- RateSchedule account usage breakdown
- Link to client portal for real-time information
Time Allocation Report
Detailed time reports sent to clients with attached report documentation.
RateSchedule Invoice
Email template used when sending RateSchedule invoices to clients. Includes invoice and corresponding time allocation report documentation, payment terms and invoice due date information.
Project Invoice
Email template used when sending project-based invoices to clients.
Template Fields
Each template can be customized with:
| Field | Description |
|---|---|
| Subject | The email subject line |
| To | Primary recipients using placeholders |
| CC | Carbon copy recipients |
| Content | Main email body with placeholder support |
| Footer Signature | HTML footer with signature and contact info |
Available Placeholders
For To/CC Fields
| Placeholder | Description |
|---|---|
<Client_Admin> | Client administrator email |
<Client_Billing> | Client billing contact |
<Client_Legal> | Client legal contact |
<Client_Legal_Billing> | Client legal billing contact |
<Relationship Lead> | Primary relationship manager |
<Relationship Lead Secondary> | Secondary relationship manager |
For Content
| Placeholder | Description |
|---|---|
<Firstname> | Client's first name |
<Client name> | Full client name |
<Client Portal> | Link to the client portal |
<Report Start Date> | Start date of the reporting period |
<Report End Date> | End date of the reporting period |
<Invoice Due Date> | Payment due date |
<RateSchedule account name> | Name of the RateSchedule account |
<Current Month Total Hours> | Hours used in current month |
Notes
- A header with "Hi [Client's First Name]" is automatically added to all emails
- Company signature and logo are added automatically based on office settings
- Legal notices are appended from office configuration