Edit once under Settings → Email → Email templates. Every later send reuses your voice.
Each template has a subject and a body. Placeholders fill at send time.
Client emails
| Template | When it sends |
|---|---|
| Proposal sent | First email of a proposal or quotation from Share |
| Invoice sent | First email of an invoice |
| Acknowledgement sent | Receipt |
| Client follow-up | When you send follow-up from Share (manual) |
| Thank you | After the client accepts, if you have their email |
| Voided | When a shared document is archived / voided |
| Signer verification | One-time code if the public link requires email verify |
On Share, a custom note overrides the body for that send only.
Internal outreach (to you)
These emails go to the document creator, not the client. They are not client spam.
| Template | When you get it |
|---|---|
| Outreach: unopened | Shared, still no real client view, past Unopened reminder days |
| Outreach: follow-up | Viewed, no accept / decline yet |
| Outreach: balance due | Invoice or partial payment still has a remaining balance |
Important: Outreach templates should use {{document_url}} (the builder). Do not put {{view_url}} (the public /p/ link) in outreach. Mailbox scanners open public links and used to fake a “Proposal viewed” alert. The product strips leftover public links from outreach.
Client-facing templates should include {{view_url}}. That is the link they open.
Placeholders
| Key | Meaning |
|---|---|
{{proposal_title}} | Document title |
{{client_name}} | Client |
{{client_company}} | Client org |
{{company_name}} | Sending company |
{{workspace_name}} | Workspace |
{{sender_name}} | You |
{{view_url}} | Public / tracked share link: client mail only |
{{document_url}} | Builder link: staff outreach |
{{days}} | Days since share / interval |
{{otp_code}} | Signer verification code |
{{amount_paid}} / {{amount_due}} / {{project_total}} | Balance-due outreach |
To show a token as text in a guide, use {{client_name,raw:true}} in document Vars. Email templates resolve their own merge fields; they do not use write-in tokens.
Delivery
Templates are available to edit on all plans. Actual sending still needs platform mail or workspace SMTP (Pro+).