Email Templates
An email template is a ready-made message you write once and reuse every time you send that kind of email. When your team shares an invoice or a payment reminder, Bizconnekt starts from the template you set up here — the subject line, the message body, and the details that fill in on their own, like the customer's name, the document number, the amount, and the due date. Your team can still tweak the wording before sending, but they never start from a blank page.
Availability depends on your plan and your role.
What's in a template?
Each template has a few simple parts:
- A name — what you and your team call it, so it's easy to recognise in a list (for example, "Invoice email" or "Overdue reminder").
- A subject line — what the customer sees in their inbox.
- A message body — the email itself, which you can brand with your own wording and layout.
- Auto-fill details — spots in the subject or body that Bizconnekt replaces with real information when the email goes out (see below).
- Which document it's for — the type of document this template belongs to, such as an invoice or a quotation.
What are the auto-fill details?
These are placeholders you drop into the subject or body. When Bizconnekt sends the email, each one is swapped for the real value from the document, so you never type them by hand:
| Auto-fill detail | Fills in with |
|---|---|
| Customer name | The customer the document is addressed to |
| Supplier name | The supplier the document is addressed to |
| Document number | The invoice, quote, or order number |
| Amount | The total on the document |
| Due date | When payment is due |
| Company name | Your business name |
So a subject line written as "Invoice {document number} from {company name}" arrives in the customer's inbox as "Invoice INV-1042 from Acme Traders" — filled in automatically, every time.
What emails come ready to use?
Bizconnekt gives you a starter set of common messages so you can send straight away. You can use them as they are, reword them, or add your own. Typical ready-made messages cover situations like:
| Ready-made email | When you'd send it |
|---|---|
| Order confirmation | Confirming a sales order with your customer |
| Quotation follow-up | Chasing up a quote you've sent |
| Invoice reminder | A gentle nudge before an invoice is due |
| Overdue invoice | Following up on a payment that's past its due date |
| Payment follow-up | A general reminder about an outstanding amount |
| Shipment notification | Letting the customer know goods are on the way |
Who sets this up?
An administrator sets up your templates during setup and picks the default message for each document type. After that, your team just picks the document and sends — the right email is already chosen and filled in.
How to open Email Templates
- Open Bizconnekt Admin from the main menu.
- Go to Settings.
- Select Communication.
- Choose Email Templates.
How do I add an email template?
- Open Email Templates.
- Choose Add to create a new template.
- Fill in:
- Name — what to call the template.
- Subject — the subject line the customer will see.
- Message body — the email content. Drop in any auto-fill details where you want real values to appear.
- Document type — the kind of document this template is for.
- Save. The template is now available to send.
How do I choose the default email for a document?
You can mark one template as the default for each document type, so it's the one that's picked automatically:
- Open the template you want as the default.
- Turn on the default option for that document type.
- Save.
Bizconnekt uses this template whenever your team emails that kind of document. Only one template can be the default per document type — setting a new default simply replaces the old one. Your team can still switch to a different template on any individual email.
How do I edit or turn off a template?
- Find the template in the list.
- Choose edit to change its name, subject, body, or auto-fill details.
- To stop a template from being offered without deleting it, turn it off — it stays saved but no longer appears as a choice. Turn it back on whenever you need it again.
- Save or confirm.
A real example
Say you want every invoice to go out as a branded email that fills itself in:
- Add a template named "Invoice email" for invoices.
- Write the subject as "Your invoice
{document number}— due{due date}". - Write the body with your branding, greeting the customer by name and noting the amount owed, using the auto-fill details for the customer name, amount, and due date.
- Mark it as the default for invoices, and save.
Now, when anyone on your team emails an invoice, the customer receives a polished message with the real invoice number, amount, and due date already in place — no typing, no blanks, no inconsistency.
Where these emails are used
Templates come into play wherever Bizconnekt sends a document by email:
- When you email an invoice to a customer, the invoice template sets the subject and body.
- When you share a quote, order, or invoice through DealFlow, the matching template shapes the message that reaches the other business.
- Payment reminders and follow-ups use their own templates, so chasing an overdue amount is a one-click send.
Set your templates once, and every email your business sends stays consistent and complete.
Related guides
Need help? Contact support at support@bizconnekt.com