Email Templates & Signature
Tailor the emails BizBooks Pro sends on your behalf so every message matches your company's voice and branding.
Overview
BizBooks Pro sends emails to your clients for invoices, payment reminders, receipts, and estimates. By default, these use standard wording that works for most businesses. However, you can rewrite every subject line and body to reflect your own tone, terminology, and messaging style.
To access email template settings, go to Settings → Email Templates. Each template type has its own editor where you can modify the subject, body text, and closing remarks independently.
Template Types
BizBooks Pro provides editable templates for four categories of outgoing email:
Invoice Delivery
The email that accompanies an invoice when you click Send. Customize the introduction, reference the project or engagement, and set clear expectations about when payment is due. The invoice PDF is attached automatically.
Payment Reminders
Reminder emails sent to clients with outstanding balances. You can adjust the wording for each stage: a courteous heads-up before the due date, a first gentle follow-up after it passes, and a firmer final notice. Each stage has its own template so the tone can escalate appropriately.
Payment Receipts
A confirmation email dispatched when you record a payment. Edit the thank-you message, include any follow-up instructions, and reference the remaining balance if the payment was partial.
Estimate Emails
The cover message sent with estimates and proposals. Summarize the scope, mention the validity window, and include a call to action encouraging the client to approve.
Merge Variables
Merge variables are placeholders that BizBooks Pro replaces with actual data when the email is generated. Insert them anywhere in the subject line or body text. The email will display the correct values for each recipient automatically.
| Variable | Replaced With | Example Output |
|---|---|---|
| {{customer_name}} | Client's name or business name | Maple Street Design Co. |
| {{invoice_number}} | The invoice number | INV-2026-0087 |
| {{amount}} | Total amount being billed | $3,200.00 |
| {{due_date}} | Date payment is expected | April 30, 2026 |
| {{company_name}} | Your company's name | Riverstone Consulting LLC |
| {{balance_due}} | Outstanding balance after partial payments | $1,100.00 |
| {{payment_date}} | Date the payment was received | March 28, 2026 |
Email Signature
Every outgoing email from BizBooks Pro includes a signature block at the bottom. You can compose a professional signature with the following fields:
- Full Name: Your name or the name of the primary contact
- Job Title: Your role within the organization
- Company Name: Pulled from your company profile or entered manually
- Phone Number: Direct line or main office number
- Email Address: Reply-to address for correspondence
- Website: Your company website URL
- Closing Line: A custom sign-off such as "Best regards" or "Thank you for your business"
The signature is shared across all email types for consistency. If you operate multiple companies, each maintains its own signature configuration.
Previewing Before You Send
After editing a template, click the Preview button to see a rendered version with sample data inserted into the merge variables. This lets you verify formatting, tone, and variable placement before any real email goes out.
The preview displays on both desktop and mobile layouts so you can confirm the email looks correct regardless of how your client reads it.
Resetting to Defaults
If your edits have diverged too far from what you want, click Reset to Default on any individual template. This restores the original BizBooks Pro wording for that template type while leaving your other customized templates untouched.