Email Templates

Every time a team member clicks Email on an invoice or purchase order, CifraHQ can pre-fill the subject, recipients, and body automatically — no copy-pasting, no blank emails going out. Email Templates are where you define those pre-fills for each document type, so every customer-facing email looks professional and consistent from day one.

Where to find it

Go to Setup > Reporting > Email Templates.

How to create an email template

1. Click New.
2. Enter a Name and optional Description.
3. Save — the template opens in the detail view.
4. Link a Report — the Print Report this template applies to. This tells CifraHQ which template to offer when a user emails that document type.
5. Fill in To Emails, CC Emails, and BCC Emails with comma-separated addresses, or leave them blank to have CifraHQ use the customer's or vendor's email address from the document at send time.
6. Enter the Email Subject.
7. Write the Email Body using the rich-text editor — full HTML formatting, logos, and tables are supported.

All fields on the detail page save automatically when you move between them.

Tips

• Use the Clone button on the detail page to duplicate an existing template when you need a slight variation — for example, a Spanish-language version of the same invoice email or a different layout for a specific product line.
• Leave To Emails blank to default to the contact email on the document. Fill it in only when you want to hard-route a document type to a fixed address regardless of the contact — for example, all Purchase Orders CC'd to your procurement inbox.
• Each print report can have multiple email templates. CifraHQ presents all matching options at send time, so Users can choose the right one for the situation without extra Setup.

Available variables

When you open a template's detail page, the right-hand panel lists every variable (also called a token) you can drop into the Email Subject or Email Body. At send time CifraHQ replaces each token with that document's real value, so one template serves every customer.

• Tokens look like @Customer.Email, @Code, or @Summary.Total. Type them exactly as shown, including the leading @.
• The list is grouped (Document, Customer, Bill to, Ship to, and so on) and is scoped to the template's linked report, so you only see tokens that apply to that document type.
• Any token that is not in this list is left unchanged in the sent email, so stick to the listed variables.
• If a value is empty on a given document (for example, a customer with no email), the token is simply removed from that email rather than shown as text.

Related: Print Reports · Invoices · Bill Payments · Purchase Orders · Quotes · Workflows