Email templates

Legalsense lets you set up default email templates for sending invoices by email, per invoice language. You can create multiple versions, including separate templates for advance invoices, credit invoices, invoices with advance payment settlement, reminders, and dunning notices.

Email templates

Go to Settings → Billing → Email templates to set the default email message, and any reminders or dunning notices, per invoice language. Besides the default version, you can create multiple additional versions.

Email templates page, showing the list of templates per invoice language.

{{ salutation }},

Attached you will find our invoice and specification for the services rendered in the period {{ invoice_period }}. We request that you make payment within {{ payment_deadline }} days.

If you have any questions regarding this invoice, please let us know.

Kind regards,

Administration Brouwers & Van Leeuwen

The same codes available for invoice texts (headers and footers) are also available in email templates. See the article ↪ Invoice texts for the available codes, listed there under Available codes.

Create an email template

Fields marked with an asterisk (*) are required.

1. Go to Settings → Billing → Email templates.
2. Click New.

New email template form, showing the Name, Subject, and Message fields.

3. Fill in the following fields.

• Name*: the name of the email template, for example "Invoice."
• Subject (Dutch)*: the subject line of the email. You can use the same codes described in the article ↪ Invoice texts.
• Subject (English)*: appears if English is enabled in your Legalsense environment. Fill in the subject line for English.

• Message (Dutch)*: the body of the email. Use codes such as {{ salutation }} to copy the salutation of the debtor (or the debtor's contact), {{ invoice_number }} for the invoice number, {{ invoice_period }} for the period in which the work was done, and {{ payment_deadline }} for the payment term.

  Note: You can find all available codes in ↪ Invoice texts.

• Message (English)*: appears if English is enabled in your Legalsense environment. Fill in the message body for English.

• Next reminder email template: link a reminder or dunning email template here to use as the next step after sending the claim.
• Is default: when enabled, Legalsense uses this template by default.

4. Click Save.

About the Message field

You can copy and paste text from Word or Outlook into the Message field, but doing so brings along all kinds of underlying characters that end up unintentionally displayed in the text. Legalsense stores the text in this field as HTML. Click the <> (Code View) icon on the right to see the message as HTML code.

Message field showing the show HTML button.

The HTML should look something like this:

Message field showing raw HTML markup mixed with template codes and text.

In the example above, you can see a combination of HTML tags, specific codes, and plain text.

HTML tags you'll see include:

• <p> and </p>, which place text in a new paragraph.
• <br>, which places text on a new line.

Outlook signature and disclaimer

You can also include an Outlook signature and disclaimer in email templates, in any language you need. Submit a request to Legalsense Support if you'd like this set up. Supply the logo in PNG or JPG format, at the size you want it displayed.

If you run into problems, submit a request to Legalsense Support by email at support@legalsense.nl or by phone at +31 85 401 3698.