Email Template

Overview

Surf Accounts provides dynamic interface to help you design Email templates for your business to be used for emailing Invoice, Credit Note, Order, Quote, Order, Quote, Receipt, and Statement in outputs which can be downloaded as PDF format. Once designed, you are ready to email these PDF as attachments to the respective customers or suppliers.

How to access Setup of Email Template

From the template section of Surf Accounts you can generate an Email template. To access the Email Template select Settings» Email » Email Template.

By selecting the Email Template following screen will appear. 

Detail Illustration of Email Template

The email template has separate columns to design the each template. The Invoice, Credit note, Order, Quote, Receipt and Statement templates can be generated separately. From the merge field columns select the appropriate field to add into the email templates. 

Design Your Email Template

Surf Accounts allows you to design the Email Template with Invoice amount, VAT amount, Order Details, Quote Details, User name, email address etc, select the desired one from the below mentioned links in the template browse. By selecting the appropriate one the information can be displayed in the body of the template. Surf Accounts allows to add information in the “Subject line” from the merge field columns.

Invoice Template 

Subject:  The default subject line is the Invoice Number along with the Business name in the template. If you wish to enter information like Business name; User name in the subject line chose the links from the Business Merge Field column.

Body: In the email body you can add the details of the Invoice by choosing the filed from the below mention relevant column. For e.g. if you wish to add an invoice number in the body of the mail select the Invoice number Fields from the Invoice merge number. 

Credit Note Template

Subject: The default subject line is the Credit Note Number along with the Business name in the template. If you wish to add information like Business name; User name in the subject line Select the links from the Merge Field column.

Body: In the Credit Note Template you can add the details of the Credit Note by selecting the field from the below mentioned relevant column. For e.g. if you wish to add the Credit Note number along with the amount select “Credit Note number” and “Total Net of the Credit Note” from the Total of the Credit Note Merge Fields. From the Business Merge Fields you can enter the Business name, business address etc. From User Merge Fields you can add the User’s name, User’s Surname etc in the Template. 

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Order Template

Subject: The default subject line is the Order Number along with the Business name in the template. If you wish to add more information in the Subject line select the field from the “Order Merge Fields”, “Business Merge Fields” and “User Merge Fields” column.

Body: In the “Order Template” you can add the details of the order by selecting the field from the below mentioned relevant column. For e.g. if you wish to add the Order Number along with the amount select “Total Net of the Order” will appear in the body of the mail. For more customization of the order template select the filed from the below mentioned column. From User Merge Fields you can add the User’s name, User’s Surname etc in the template.

Receipt Template

Subject: The default subject line is the Receipt Number along with the Business name in the template. If you wish to add information in the Subject line select the field from the “Receipt Merge Fields”, “Business Merge Fields” and “User Merge Fields” column.

Body: In the “Receipt Template” you can add the details of the Receipt by selecting the field from the below mentioned relevant column. For e.g. if you wish to add the Receipt Number along with the amount select “Total Net of the Receipt” will appear in the body of the mail. For more customization of the Receipt Template select the filed from the below mentioned column. From User Merge Fields you can add the User’s name, User’s Surname etc in the template. 

Statement Template

Subject: In The default subject line is the Statement along with the Business name in the template. If you wish to add any information in the Subject line select the field from the “Statement Merge Fields”, “Business Merge Fields” and “User Merge Fields” column.

Body: In the “Statement Template” you can add the details of the Statement like Balance on the Statement; Link to Customer Statement by selecting the field from the below mentioned relevant column. By default the Statement Balance along with the Statement Date will appear. For more customization of the Statement Template select the filed from the below mentioned column. From User Merge Fields you can add the User’s name, User’s Surname etc in the statement template.

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