How do I manage my Emails & Templates?

Emails & Templates allow you to customize the Subject and Body in the emails sent to your Clients, as well as a custom Email Signature to deliver a great client experience. You can also manage your email notifications sent to you based on certain activity in your account. 

• Emails to Clients
  • Email Signature
• Emails to Me
  
• Remove FreshBooks Branding
• FAQs

Emails to Clients

Customize the emails to your Clients by editing the Subject and Body as well as using Dynamic Fields (also known as dynamic variables and placeholder text) to auto-populate specific details. These templates are available to be edited:

• New Invoice - When a new Invoice is sent
• New Recurring Invoice - When a new generated invoice from a Recurring Template is sent
• Online Payment Notification - When an online payment has been processed on an Invoice
• Automatic Recurring Payment Notification - When an Invoice has been automatically paid upon being generated by the Recurring Template
• Advanced Payment Notification - When you've charged the Client's credit card on an Invoice (with Advanced Payments add-on only)
• New Estimate - When a new Estimate is sent
• New Proposal - When a new Proposal is sent

Note: If you’re looking to edit your Late Payment Reminder emails, those are customized in your Client’s Profiles.

To edit your Email Templates, use these steps:

1. Click on the gear icon
2. Then click on Emails & Templates
3. In the Emails to Clients tab, click on the Email Template you want to edit
4. Customize the Subject and Body as needed, and click on the lightning bolt icon to add Dynamic Fields as needed (or type :: for a shortcut of all available Dynamic Fields)
   
5. To see what the new template will look like, click on the Preview toggle to turn it on
6. When you’re done, click Save to finish.

These Dynamic Fields are available for you to add on specific Email Templates:

• Company Name
• First Name
• Invoice/Estimate/Proposal Amount
• Invoice Due Date
• Invoice/Estimate/Proposal Number
• Payment Amount
• Payment Date

Email Signature

Create your own email signature that will go at the bottom of every email sent to your Clients by FreshBooks on your behalf:

1. Click on the gear icon
2. Then click on Emails & Templates
3. In the Emails to Clients tab, under the Additional Customization area, enter your signature in the Email Signature field
   
4. Click Save Changes to finish.
    

Emails to Me

To choose which email notifications to receive, use these steps:

1. Click on the gear icon
2. Then click on Emails & Templates
3. Click on the Emails to me sub-tab.
   

Specific activity in your account will trigger email notifications to you. You can choose to either receive all, some or none of the emails:

• All Emails - Click to slide the toggle on next to Turn on/off all email notifications
• No Emails - Click to slide the toggle off next to Turn on/off all email notifications

Or click to check off (to receive) or uncheck (to stop receiving) the box next to any of these email notifications:

• An online payment is received
• A comment is added on an Invoice
• A post is made on a Project
• A comment is added on a Project (under an existing post)
• A comment is added on an Estimate/Proposal
• An Estimate/Proposal is accepted

Remove FreshBooks Branding

Click to slide the toggle on to remove the FreshBooks branding from the bottom of all emails sent from FreshBooks to your Clients.

With Branding

Without Branding

FAQs

Which email address do my Clients see when they receive an email sent from my account?

The email listed in your My Profile is the email used on any communications sent out from your account to your Clients and Team Members. Any comments left by the Client on an Invoice, Estimate or Proposal will go back to this email.

If a Team Member created the Invoice, Estimate or Proposal, the Team Member’s email is used instead, and this Team Member will also receive any comments from the Client directly.