Templates & Reminders

There are a few different emails your customers receive from you via the Invoice Ninja system as part of your invoicing communications. These include the invoice notification email, quote notification email, payment notification email and various reminder emails. You can customize all your emails by selecting a template, text and design, and by specifying the frequency of reminder emails.

Email Templates

Invoice Email / Quote Email / Payment Email

  • Subject Customize: the subject line of your invoice/quote/payment emails by entering the desired text. You can also enter variables according to your preference, such as invoice number, company name, due date and many more. Click the question mark icon at the right side of the Subject field to view a list of available variables. To reset your entry, click the Reset link just above the question mark icon.
  • Body: Customize the email body text by entering the desired text. You can also enter variables according to your preference. Click the question mark icon at the right side of the Subject field to view a list of available variables. To reset your entry, click the Reset link just above the right hand side of the body text box.
  • Toolbar: Immediately below the body text box, there is a bar featuring all the formatting tools you need to customize your invoice email, including font style, font size, bold/italics/underline, strikethrough, font color, background color, numbering, bulleting, alignment and hyperlinks.

Tip

Any changes you make to your email settings will instantly appear in the preview at the right hand side of the page. See how your email template will look as you are creating it, so you can get it just right.

Reminder Emails

Sometimes, your clients need a friendly reminder about their outstanding payments. Invoice Ninja enables up to 3 reminder emails, and you can totally customize the email content and delivery schedule according to your preference.

First Reminder / Second Reminder / Third Reminder

To activate the reminder function, check the Enable box of the First Reminder tab. (TIP: To activate the second and third reminder emails, you’ll need to enable them separately. Open the relevant tab and check the Enable box.)

Schedule Define the schedule for the reminder email by selecting values for the three schedule boxes: the number of days after/ days before the due date/ invoice date. The reminder will be sent according to the values you select in these three fields.

  • Subject: Customize the subject line of your reminder email by entering the desired text. You can also enter variables according to your preference, such as invoice number, company name, due date and many more. Click the question mark icon at the right side of the Subject field to view a list of available variables. To reset your entry, click the Reset link just above the question mark icon.
  • Body: Customize the email body text by entering the desired text. You can also enter variables according to your preference. Click the question mark icon at the right side of the Subject field to view a list of available variables. To reset your entry, click the Reset link just above the right hand side of the body text box.
  • Toolbar: Immediately below the body text box, there is a bar featuring all the formatting tools you need to customize your reminder email, including font style, font size, bold/italics/underline, strikethrough, font color, background color, numbering, bulleting, alignment and hyperlinks.

Tip

Any changes you make to your reminder email settings will instantly appear in the preview at the right hand side of the page. See how your reminder email template will look as you are creating it, so you can get it just right.