Email templates in Hexicom allow you to standardize and personalize the messages your customers and suppliers receive – whether it’s an estimate, invoice, purchase order, or job confirmation.
Instead of typing out the same messages over and over, you can create reusable templates that automatically pull in key information from your system.
This guide will walk you through how to set up a custom email template, step by step.
Step-by-Step Instructions:
- Access Email Template Settings
Click the Settings gear icon in the top right corner of your screen) Then navigate to:
ePrint MIS → System Emails → Customize Text
- Choose the Template Category
Under the System Templates section, click on Customers & Suppliers. This is where you can manage templates for emails sent to clients or vendors.
- Create or Edit a Template
If you want to modify an existing template, simply click on its name. If you’d like to create a brand new one, click Add New Record.
- Name Your Template
In the Email Template Name field, give your template a name that helps you recognize its purpose (e.g., "Estimate Confirmation – Generic" or "Invoice Reminder – Lisa Only").
- Choose Who Can Use the Template
Use the Specific to User dropdown to determine who the template applies to:
- General — Anyone in your team can use this template.
- Specific User — You can limit the template to just one staff member if needed.
- Set the Subject Line
This is what your customer will see as the subject of the email. You can include dynamic placeholders (also known as “merge fields”) such as:
[$EstimateTitle$]— the title of the estimate[$EstimateNumber$]— the estimate number[$CustomerName$]— the customer’s name
- These fields will auto-fill with data from the corresponding job, estimate, invoice, or PO when the email is sent.
You can scroll to the bottom of the template editor screen to view a full list of available merge fields.
- Write the Email Body
This is the message your customer or supplier will read. You can type out a standard message and insert merge fields wherever you want the system to pull in personalized details like job number, due date, or contact name.Example:
Hi [$CustomerName$],
Your estimate [$EstimateNumber$] for [$EstimateTitle$] is attached.
Please review and let us know if you have any questions.
Thank you!
[$UserName$]
Final Tips
- Send yourself a test email to make sure the formatting and auto-fill fields look correct.
- Use clear subject lines and professional wording. These emails are a direct reflection of your brand.
That’s it! You’re now ready to streamline your communication with professional, consistent email templates in Hexicom.