Email templates
Create and edit email templates for invoices, proposals, service registrations, reminders and more, and assign them to scenarios
With email templates you set which text is sent automatically on which occasion – e.g. when you send an invoice, a proposal goes out or a service registration is accepted. You manage any number of templates and assign each to one or more scenarios.
Where the templates live
You'll find the templates under Administration → Communication → Email, at the very bottom of the page in the My templates section. On the same page, the SMTP and mailbox settings are at the top – that's the SMTP configuration, not the template editor. The templates themselves are the two lower cards My templates and Template assignments.
The basic principle: you create a template (name, subject, content) and assign it under Template assignments to a scenario. If no template is assigned to a scenario, SimpliServ automatically uses the built-in system template.
Scenarios
Each template can be assigned to a scenario. The assignments are split into three groups:
| Group | Scenario | When it's triggered |
|---|---|---|
| Billing | Invoice | Sending an open invoice with a PDF attachment |
| Billing | Invoice (paid) | Sending an invoice when the invoice is already fully paid (e.g. shop orders) – without dunning wording |
| Billing | Payment request | An email with a payment link for an open invoice |
| Billing | Payment confirmation | Confirmation after a successful payment, with receipt data |
| Billing | Proposal | Sending a proposal with a PDF attachment |
| Billing | Estimate | Sending an estimate with a PDF attachment |
| Billing | Delivery note | Sending a delivery note with a PDF attachment |
| Service | Service registration accepted | A service registration is accepted internally |
| Service | Service registration rejected | A service registration is rejected |
| Service | Service registration to order | A service registration is converted into an order (contains a tracking link) |
| Service | Order completed | An order is marked as completed (e.g. asking for a Google review) |
| Dunning | Payment reminder | A friendly first reminder before the formal dunning chain |
| Dunning | 1st reminder | The first formal dunning level |
| Dunning | 2nd reminder | The second dunning level |
| Dunning | 3rd reminder | The last out-of-court dunning level |
The service registration confirmation (the email straight after submitting the public form) isn't set via the template assignments but directly on the respective service registration form. See Service registration form.
Create and edit a template
Create a new template
In the My templates card, click Create and assign a name. The name is only for your orientation in the list. After creating, the edit dialog opens directly.
Write the subject and content
Enter a subject and write the content. Via the placeholder picker (next to the subject or content) you insert placeholders at the cursor position – they're replaced automatically on send.
Save
Save the template. You open existing templates at any time by clicking the row or via the action menu ⋯ → Edit.
Assign the template to a scenario
In the Template assignments card, choose your template for the scenario you want. If you leave Use default template, the built-in system template applies.
A template can't be deleted while it's still assigned to a scenario. Remove the assignment first (reset to Use default template).
Placeholders
Placeholders are in the form {{model.field}} (dot notation) and are replaced one-to-one by the respective value on send. Which placeholders make sense depends on the scenario – via the placeholder picker in the editor you see the available placeholders directly. The most important:
| Placeholder | Meaning |
|---|---|
{{tenant.name}} | The name of your company |
{{customer.name}} | The customer's full display name (company, otherwise first + last name) |
{{customer.first_name}} | The customer's first name |
{{customer.last_name}} | The customer's last name |
{{invoice.number}} | The invoice number (e.g. RE-00042) |
{{invoice.due_date}} | The due date, format DD.MM.YYYY |
{{totals.gross}} | The gross total, formatted (e.g. €199.90) |
{{totals.net}} | The net total, formatted |
{{payment.amount}} | The open / payable amount, formatted |
{{customer.flow_number}} | The linked case number (KV-…) |
For reminders there are additionally e.g. {{dunning.open_amount}}, {{dunning.fee}}, {{dunning.interest_amount}}, {{dunning.days_overdue}}, {{dunning.new_due_date}} and {{dunning.total_due_amount}}. For service registrations, e.g. {{service_registration.id}}, {{service_registration.tracking_link}} and {{service_registration.status_label}} are available, and for the Service registration to order scenario additionally {{order.number}}.
Placeholders that don't exist for the respective scenario stay as text. Only use the placeholders the picker offers for the template.
Custom HTML email
By default, your content is embedded in the SimpliServ layout (header/footer). If you need full control over the design, enable the Custom HTML email toggle in the editor (or in the action menu ⋯ → Switch to custom HTML).
In HTML mode, your HTML is sent unchanged as the complete email body – without the standard layout around it. Only the placeholders of the active scenario are replaced (by text substitution).
Note in HTML mode:
- Write CSS inline or put it in a
<style>tag in the<head>– many mail programs strip external stylesheets. - Use absolute URLs for all images and links.
- Preferably lay out with tables;
grid/flexaren't rendered reliably in many clients. - Pure PDF placeholders (e.g.
{{tenant.logo}},{{customer.full_address}}) and<template id="pdf-header">wrappers do not work in emails – they'd appear as visible text.
Action buttons (Accept / Decline / Pay)
Some links only exist at send time (they hang off a per-case token) and can't be resolved in the editor. In a custom HTML template you simply set these tokens as the href of a button; SimpliServ replaces them on send:
| Token | Scenario | Purpose |
|---|---|---|
{{proposal.accept_url}} | Proposal | One-click link to accept the proposal |
{{proposal.reject_url}} | Proposal | One-click link to decline the proposal |
{{payment.url}} | Payment request | Link to the online payment of the open invoice |
<a href="{{proposal.accept_url}}">Accept proposal</a>
<a href="{{proposal.reject_url}}">Decline proposal</a>Send delay
For some scenarios (e.g. Order completed) you can set a send delay in hours per assignment. The email is then only sent after this time – useful, for example, to not send a review request right at the moment of completion. Empty means immediate sending.
Test email sending
There's no separate preview send per template. But you can send a test email to any address via the SMTP card at the top of the same page, to check your sending configuration. Details in the guide on SMTP configuration.
Related topics
- Set up SMTP — configure email sending before templates go out
- SMS & WhatsApp — send scenario-based messages over other channels
- Dunning — dunning levels and deadlines whose emails run over the dunning scenarios
- Document & receipt templates — the layout of the attached PDFs (invoice, proposal, delivery note)
- Customize the service registration form — the confirmation email after submitting the form
How is this guide?