Customize Your Email Templates

MobileBiz Pro comes with a ready-made email template, so you can email an invoice from day one — the first send just works. This article is for making that email yours: change the wording, add your sign-off, and set a different message per document type. Takes about two minutes.

What You'll Need

Before you start: Fill in your Company profile first (Settings > Company > Company profile) so tags like your company name and phone appear correctly in the message.

Steps

1. Open Settings. From the Dashboard, tap the Settings shortcut, or open the side menu and tap Settings.

2. Scroll to the INVOICING & DOCUMENTS section — it's a heading, not a row — and tap Email & SMS templates in it.

3. Tap "Email templates". The Templates screen opens with Email and SMS tabs and a row of document-type chips. Tap the chip for the type you're customizing — Invoice, Quote, Sales order, Cash sale, Payment receipt, or Statement.

4. Tap the + button in the bottom-right corner. The new template belongs to the chip you picked in step 3 — there's no document-type field on the editor, so choose the chip first.

   If it's the first template for that type, the editor opens pre-filled with the standard wording and Default for [type] already switched on. Change what you like and skip to step 6.

5. Fill in the template fields.

   Field	What to enter
   Name	A label for this template, e.g. "Invoice email". For your reference only.
   Subject	The subject line your customer sees. The ready-made template uses {TNX.TYPE} {TNX.NO} from {COMPANY.NAME}.
   Cc / Bcc	Optional. Add an address to receive a copy of every message sent with this template.
   Message	Your email body. Type it, and use Tags for placeholders (see below).
   Send as HTML	Leave off for a plain-text email; turn on if your message uses HTML formatting.
   Default for [type]	Turn on so this template is selected automatically when you email that document type.

6. Tap Save in the top bar. Your template is ready.

Using Tags

A tag is a code that gets swapped for real data when the email goes out. You can type one straight into the subject or message — or let the app hand it to you:

1. Tap the field you want the tag in (subject or message), then tap Tags.
2. Search the Insert Tag sheet and tap the tag you want — the sheet closes.
3. A bar now sits at the bottom of the editor reading Copied {TNX.NO} — the raw tag, not its friendly name. Tap Paste and it drops in at your cursor. The bar stays open, so you can paste the same tag again; tap the X to close it.

Common tags:

Tags are grouped into Transaction, Customer, and Company — payment receipt templates also include Payment tags.

Good to Know

• No template for a type? The app covers you. If a document type has no saved template, MobileBiz Pro uses a built-in default — the list shows it as a Standard invoice email card (the type's name in the middle), "Used automatically when you send. Tap to customize." Tap it and the editor opens on that standard wording, subject {TNX.TYPE} {TNX.NO} from {COMPANY.NAME}; it becomes a real template of yours the moment you save.
• One template per document type. Create a separate template for Invoices, another for Quotes, and so on — tap that type's chip first, then +.
• Once you have two or more templates for the same type, an Ask each time row appears in the list. Leave it selected and the app asks you to choose each time you send; turn on Default for [type] on a template instead and a DEFAULT badge marks it in the list.
• Sending by text message? Switch to the SMS tab (or use Settings > Invoicing & documents > Email & SMS templates > SMS templates). It works the same way, with a shorter text-only message and no Cc, Bcc, or HTML.
• Edit or delete a template any time from Settings > Invoicing & documents > Email & SMS templates > Email templates.

Still stuck? Contact Support for help.