Email Templates

Overview

An Email Template is a pre-defined email layout that may include content like text, images, and placeholders for dynamic data.

Why Use Templates?

Save time by reusing layouts instead of starting from scratch.
Maintain consistent branding and design across emails.

Template Setup Fields

Below is an example of an email template with a brief explanation for the fields in the table below

Example Email Template

Below is an explanation of key fields when setting up an email template:

Field	Description

Field	Description
Document	The name of the email template.
Document Type	Restricts when the template is available based on the Quote/Order/Invoice lifecycle. Leave blank for no restrictions.
Email To	Defaults to the customer's card email unless a different email address is specified.
Email From	The sender's address; replies will be sent here. Placeholders like `[Sales Rep Email]` can be used.
Email CC/BC	Specify CC or hidden BCC recipients. Placeholders are allowed.
Email Subject	Define the subject line. Dynamic fields like `[Contact Name]` can be included.
Sequence Number	Sets the order of templates in the dropdown list.
Customer Group	Limits the template to a specific customer group. Leave blank for universal use.
Is SMS	Converts the email to an SMS if selected, using the contact's mobile number and specified domain.
Domain Name	Required for SMS delivery; specifies the domain for sending SMS emails.
Access Level	Determines visibility (internal staff, customers, or both).

Document Type Options

Quote: Available during the quote stage.
Invoice: Available after invoicing.
Statement: Available in the customer statements section.
Docket: Visible when the order is in progress.
Receipt: Sent with payment receipts.
Customer Invite: Used to invite customers to place their own orders in the system.
Status Change: Triggered by status change notifications.
Purchase Order: Available for purchase orders.
Blank: Available everywhere.

Adding an Image to an Email Template

To insert an image into an email template, follow these steps:

Obtain Image URL
- Right-click the image and select Copy Image Address.

Edit the Email Template
- Go to Settings → Email Templates in BUZ.
- Select the template you want to edit.
Insert Image
- Place your cursor where the image should appear.
- Click the Insert Image button.
- Paste the copied image URL and save.

Important Notes:

Images must have a valid web address.
Drag-and-drop or direct uploads are not supported.

Using Template Placeholders

Placeholders allow dynamic fields to populate automatically in the email.

Template Place Holders

Email “To” - Place Holders

Placeholder Text	Function Description

Placeholder Text	Function Description
[Contact Email Address]	Emails the contact card selected for delivery.
[Billing Email Address]	Emails the billing address.
[Sales Rep Email]	Emails the sales representative.

Email Subject - Place Holders

Placeholder Text	Function Description

Placeholder Text	Function Description
[Contact Name]	Formatted Contact Name (e.g., Mr. FirstName LastName).
[First Name]	Order contact's first name.
[Last Name]	Order contact's last name.
[FullName]	Full name.
[Billing Name]	Billing name.
[Reference Number]	Order number and revision.
[Reference Description]	Order reference.
[Sales Rep Name]	From Sales Representative settings.
[Sales Rep Email]	Sales representative's email.
[Sales Rep Phone]	Sales representative's phone.
[Sales Rep Mobile]	Sales representative's mobile.
[Sales Rep Fax]	Sales representative's fax.
[Total Amount]	Total value of the order.
[Outstanding Amount]	Outstanding unpaid amount (applicable to Quotes and Invoices).
Lead Place Holder Text
[Lead Date]	Appointment Date
[Lead Time]	Appointment Time

Email Body - Place Holders

Place Holder Text	Function description

Place Holder Text	Function description
[Customer Description]	Customers Company Name and if no company name then Last and First Name
[Customer Description2]	Customers Company Name and if no company name then First and Last Name
[Contact Name]	Formatted Contact Name e.g. Mr FirstName LastName
[First Name]	Order contact's first name only
[Last Name]	Order contacts last name only
[Billing Name]
[Billing First Name]
[Billing Last Name]
[Billing Address]
[Reference Number]	Order number and revision
[Reference Description]	Order reference
[Total Amount]	The total value of the order
[Outstanding Amount]	Outstanding amount unpaid (Can be applied to Quote and Invoices document types)
[Sales Rep Name]	From Sales Representative settings
[Sales Rep Email]
[Sales Rep Phone]
[Sales Rep Mobile]
[Sales Rep Fax]
[Branch Name]	From Branch setting
[Dispatch Address]	Dispatch Address
[OrderId]	Order code/identifier. Can be used in conjunction with with web address (https://go.buzmanager.com/Sales/Summary?orderId=) to go directly to the order summary page.
Lead Place Holder Text
[Lead Date]	Appointment Date
[Lead Time]	Appointment Time
Dispatch Place Holder Text
[Dispatch Notes]	Shows dispatch notes
[Installation Date]
[Installation Time]
[Installation Time Needed]
[Contact Mobile Number]	Mobile number used for SMS Email
[Time_To_Install]	Dispatch minutes to install
Check Measure Place Holder Text
[Check Measure Date]	Check measure scheduled date
[Check Measure Time]	Check measure scheduled time
[Check Measure Time Needed]	Time required for a check measure
[Check Measure Notes]	Dispatch notes for a check measure

Automated Emails on Status Changes

You can configure automated emails to be sent when specific statuses (e.g., Quote, Invoice, Job Tracking) are updated.

Learn More: Click here for instructions on automated status emails.

Insert Link to a Payment page

To apply a link to a payment page in the email body

For this link, the 3 query string parameter names are

CompanyName
InvoiceNumber
OutstandingAmount

the hyperlink to use is simple; you need it to read

http://www.yourwebsite.com.au/payment/?CompanyName=[Customer Description]&InvoiceNumber=[Reference Number]&OutstandingAmount=[Outstanding Amount]

BUZ Documentation