Email Customization

Custom Content

Customizing the content of you emails should be simple and painfree! By default we include a range of default - translated - templates which should suit most use cases! If you prefer to extend and customize the emails your clients please read on!

WYSIWYG Editor

(What You See Is What You Get)

To start editing and customizing your emails navigate to:

Settings > Templates & Reminders

From here you'll see the first panel with a dropdown selector where you can select each of your email templates. In Invoice Ninja there are templates for Invoices, Quotes, Payments, Credits, Statements, Reminders, Purchase Orders and also up to 3 custom templates where you can curate your own templates.

Selecting a template will replace the content in the panel beneath it where it can be updated and saved.

Invoice Email Customization

The custom fields available for Invoices / Quotes and Credits are the same ones used for PDF customization, the full list can be found here

Payment Email Customization

The following are a basic list of $variables that are supported in a payment email:

$view_link - A plain html link to view the payment ie https://invoice.ninja/client/payment/123
$viewLink - Alias of $view_link
$paymentLink - Alias of $view_link
$view_button - Creates a style html button with an embedded link to the client portal
$viewButton - Alias of $viewButton
$portalButton - A plain html link to the client portal login page
$portal_url - The text string of the client portal login page
$view_url - The text string of the payment link

$signature - The company email signature
$emailSignature - Alias of $signature

$poNumber - The purchase order number for the invoice (if set)
$client.balance - The outstanding client balance
$outstanding - Alias of $client.balance
$client_balance - Alias of $client.balance
$paid_to_date - Total paid to date for the client

$from - Label for the translated word "From"
$to - Label for the translated word "To"

$number - The payment number
$payment.number - Alias of $number
$entity - Label for the term "Payment"
$payment.amount - The amount of the payment
$amount - Alias of $payment.amount
$payment.refunded - The total refunded for the payment
$payment.date - The date of the payment
$transaction_reference - The payment transaction reference
$public_notes - The public notes of the Payment record
$payment1 - Custom value 1 for payments
$payment2 - Custom value 2 for payments
$payment3 - Custom value 3 for payments
$payment4 - Custom value 4 for payments

$client 1 - Custom value 1 for the client connected to the payment
$client 2 - Custom value 2 for the client connected to the payment
$client 3 - Custom value 3 for the client connected to the payment
$client 4 - Custom value 4 for the client connected to the payment

$address1 - Address line 1 of the client
$client.address1 - Alias of $address1
$address2 - Address line 2 of the client
$client.address2 - Alias of $address2
$client_address - Full client address
$id_number - ID Number of the client
$client.id_number - Alias of $id_number
$client.number - Number of the client
$vat_number - VAT/TAX number of the client
$client.vat_number - Alias of $vat_number
$website - Web URL of the client
$client.website - Alias of website
$phone - Client phone
$client.phone - Alias of phone
$country - Client country name
$client.country - Alias of $country
$email - Primary contact email address
$client.email - Alias of email
$client_name - The client name
$client.name - Alias of $client_name
$client - Alias of $client_name
$city_state_postal - City / Start / Postal code of the client
$client.city_state_postal - Alias of $city_state_postal
$postal_city_state - Postal code / City /State of the client
$client.postal_city_state - Alias of $postal_city_state
$postal_city - Postal Code / City of the client
$client.postal_city - Alias of $postal_city

In Invoice Ninja version 5, as a single payment can be associated with multiple invoices, there are some special helper variables which enable outputting all of the invoice references these are as follows:

$invoices - A comma separate string of invoices and the payment amount received for example:

$invoice_references_subject - A custom subject line which includes all of the invoices and their amounts, ie:

$invoice_references - A custom body of text including detailed information of the invoices

$invoice - A comma separate list of invoice numbers

$invoices.amount - A formatted string of invoice amounts

$invoices.balance - A formatted string of invoice balances

$invoices.due_date - A formatted string of invoice due dates

$invoice_numbers - Comma separate raw string of invoice numbers

$status_logo - Shows a paid stamp on the email if the payment status is completed

The end