Cover letters and reminders

How can I change the lay-out of cover letters (emails) and reminders?

Aside from editing your invoice lay-out (more info here) you can also change the lay-out and content of cover letters and reminder mails. These mails are sent to customers with, for example, your invoices attached. You can change the default lay-out or create several templates, just like with other documents. As soon as you've created several templates you can select one from the dropdown menu when you create an invoice, quote, order note, delivery note or credit note and change the lay-out of that cover letter.

To change the lay-out of your cover letters or reminder mails click the submeny 'Corporate style' under the meny 'Settings'. Next, select the letter you want to edit from the list.

Changing the lay-out of cover letters or reminders

 

On the next screen you'll get an overview of all the templates for this document in the different language versions. To create a new template, click 'Add'. You can also edit the default version by clicking 'Edit' next to the template you want to change.

Changing the lay-out of cover letters or reminders

 

You'll now see the editor screen. Just like your invoices and other documents your lay-out has fixed and dynamic elements.

Fixed elements: the fixed elements appear in every email. For cover letters those are text elements such as the greeting or the sentence 'Kindly pay this invoice before...'.

Dynamic elements: these elements appear in every cover letter but depend on the customer or invoice. These are, for example, your customer's name, the invoice number or the payment amount. You can recognise them by the numbers in brackets. The numbers refer to the items in the legend on the right-hand side. In your final cover letter the elements will be replaced by data from the document to which they refer. In contrast to the elements from the document templates you can't click on them in the legend to place them in the lay-out. You'll need to type them in the text or copy/paste them from the legend.

Changing the lay-out of cover letters or reminders

 

You can also format the text with the options in the bar at the top of the editor.

Changing the lay-out of cover letters or reminders

You can add a logo with the key "{36}: Logo" on the right hand side. This key refers to the logo you uploaded under "Settings" > "General". 

You can also add other images such as your signature with the image button in the bar at the top.

Changing the lay-out of cover letters or reminders

 

After clicking this button you can enter your image url.

Changing the lay-out of cover letters or reminders

 

If you don't have your own server to upload images you can also add a picture as an attachment in your profile. Go to the section 'Attachments' in your profile, click 'Add' and select the image from your computer.

Changing the lay-out of cover letters or reminders

 

When you've added the image to your company details you can copy the image url by right-clicking the file name and selecting ‘copy link location’. Next, go back to the invoice lay-out, click the image icon and paste the image url in the pop-up window.

 

Changing the lay-out of cover letters or reminders

 

After formatting your lay-out you can click:

Save: Your lay-out is saved and you remain in the editor screen.

Save and go back: Your lay-out is saved and you return to the template overview.

Delete: The template is deleted.

Duplicate: A new template is created based on the lay-out you just made. This is useful when you want to have two templates with just a few minor differences. That way, you don't have to redo the entire template but you can start from the one you just made.

Do you want to re-use the lay-out you made in the English version in other languages as well? You will need to copy both the source code and the code you see when you click ‘style’ and paste it in the source code and the ‘style’ field of the other language versions of your invoice. We recommend to copy both sets of code in an empty text document before opening a template in a different language. Don't forget to translate the text in the new language version.

Changing the lay-out of cover letters or reminders