Configure Email Templates

How to customize the subject lines, body text, and branding of automated emails sent to customers for quotes, invoices, and reminders.

Written by Sofia PatelUpdated over a month ago4 min readBeginner

What this guide covers

This guide explains how to customize the email templates that JobsiteOn sends on your behalf. You will learn how to edit subject lines, body text, and merge fields for each email type, and how to preview your changes before they go live.

Before you begin

You need Owner or Admin permissions.
Email templates support merge fields (dynamic placeholders) that auto-fill with customer and document data.

Step 1: Open email template settings

Go to /settings.
Under the Company group, click Email Templates.
You see a list of all email types with their current subject lines.

Screenshot: The email templates list showing entries for Quote Sent, Invoice Sent, Payment Received, Payment Reminder, and Job Scheduled.

Available email templates

Template	When it sends
Quote Sent	When you send a quote to a customer
Invoice Sent	When you send an invoice
Payment Received	When a payment is recorded
Payment Reminder	When an automated reminder is triggered
Job Scheduled	When a job is scheduled and notification on
Job Completed	When a job is marked as complete
Request Received	When a customer submits a request

Step 2: Edit a template

Click any template name to open the editor.
Edit the Subject Line field. Use merge fields like {{customer_name}} and {{document_number}}.
Edit the Body Text using the rich text editor. You can format text, add links, and insert merge fields.

Step 3: Use merge fields

Merge fields are placeholders that auto-fill when the email sends. Available merge fields:

{{customer_name}} -- the contact's full name.
{{company_name}} -- your company name.
{{document_number}} -- the quote or invoice number.
{{amount}} -- the total amount.
{{due_date}} -- the payment due date.
{{job_date}} -- the scheduled job date.
{{link}} -- a link to view the document online.

Animation: Typing {{customer_name}} into the subject line and seeing it render as "John Smith" in the preview pane.

Step 4: Preview and test

Click Preview to see the email as the customer will see it, with merge fields replaced by sample data.
Click Send Test to send a test email to your own address.
Verify formatting, links, and merge field rendering.

Tip: Always send a test email after editing a template. What looks good in the editor may render differently in email clients like Gmail or Outlook.

Step 5: Save

Click Save to apply your changes. All future emails of that type will use the updated template.

Resetting to default

If you want to revert a template to the original version, click Reset to Default at the bottom of the editor. This discards all custom edits.

Note: Resetting is immediate and cannot be undone. Copy your custom text to a document before resetting if you want to keep it.

Best practices

Keep subject lines short. Under 50 characters ensures they display fully on mobile.
Include a clear call to action. Every email should tell the customer what to do next (view quote, pay invoice, etc.).
Use your brand voice. Templates are an extension of your brand. Match the tone of your other communications.
Review templates quarterly. Update seasonal messaging, promotions, or contact information as needed.

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