Customize the email sent with your documents
The Manual email template prefills the sending window of your documents: subject, copy and message. You write it once; CAPPS replaces the variables with the document's information at the time of sending.
Open the template
In the side menu, click Company preferences, then the EMAILS & SENDING tab.
In Sending channels, choose Manual email.
Click Edit the template. The Editing in progress bar appears at the bottom of the screen.
Write the subject, the copy and the message
- Email subject: required. By default “Invoice No. [NUMERO_DOCUMENT]”.
- Carbon copy (CC): one or more addresses that will receive a copy, for example your accountant. Separate the addresses with commas.
- The message: write it in the editor, with the formatting of your choice.
To insert information from the document, click Copy next to the variable, then paste it into the subject or the text:
| Variable | Replaced with |
|---|---|
[NOM_CLIENT] | The customer's name |
[NUMERO_DOCUMENT] | The document number |
[MONTANT] | The document amount, with its currency |
[DATE_CREATION] | The document date |
[DATE_ECHEANCE] | The due date |
Write the variables exactly as above, brackets and capitals included: otherwise they stay as they are in the email. The Customer preview panel shows the result with sample values, in Desktop or Mobile.
Signature and contact block
There is no separate “signature” field: your closing and your contact details are part of the message. The default template ends with a “A question about this document?” block that shows a sample number, 01 02 03 04 05.
Replace this sample number with yours before your first sending: otherwise your customers will receive it as is.
Attachments
- Invoice PDF included: the document's PDF is always attached, no action required.
- Include document (legal text, etc.): turn on the option, then click Upload to choose a PDF file (your general terms of sale, for example). It will be added to the attachments in the sending window.
If the option is on but no file is chosen, it is turned off when you save.
Save
Click Save changes. The Settings saved successfully message confirms the save.
Send yourself a test with Test send (see Test the email configuration).
An empty subject blocks saving: Please check required fields. To start again from the original template, click Restore defaults (Changes reset to default.), then save.
If automatic sending is synchronized with the manual email, it also uses this new template: see Send validated documents automatically. To send a document, see Preview, print and send a document: you can still change the message and the addresses before each sending.