Available to Accounting Basic, Accounting Premium
You can email invoices and credits directly through Patriot Software. If you have Accounting Premium, you can also email estimates. See
Before sending an invoice, credit, or estimate, make sure the customer’s email address has been added to the Info tab in their customer record.
How Set Up Your Customer Email Templates
Before you send an invoice, estimate (Accounting Premium) or credit via email, you can customize the email template that you’ll use to email each customer.
Accounting Premium customers can further customize the layout and add an accent color to invoices. See Customizing Your Invoice Template for details.
Not sure what to say when sending an invoice via email? Check out our blog posts about creating invoice payment terms that could help your cash flow.
Step 1: Locate your Email Template
For Invoice Email Templates
Go to Settings > Accounting > Email and Document Templates > Invoice Templates to customize your email template when you mail invoices
To Set Up Credit Memo Email Templates
Go to Settings > Accounting >Email and Document Templates > Credit Memo Templates to customize your email when you email a credit memo to your customers.
To Set Up Estimate Email Templates (Accounting Premium feature)
Go to Settings > Accounting >Email and Document Templates > Estimate Templates to customize your email when you email an estimate to your customers.
Step 2: Customize Your Email Template
Data Tags - You can insert “data tags,” which are standard pieces of information from the invoice/credit, into the subject line and body of your email. The default template already uses the following data tags, and you can remove or change where they appear in your email:
Customer Full Name
Customer First Name
Customer Last Name
Invoice Number (or Credit Number)
Invoice Date (or Credit Date)
Invoice Due Date
Balance Due – This includes any partial payments already made.
Company Name
Your Email Address – The email will be sent from the email address “[email protected].” The email address name will be customized with your business name and will read “On behalf of [your business name]. However, if your email recipient replies to the email, the reply will be sent to your email address. By default, this will be your email address on record in your Patriot account. You can change this, if needed. You won’t be able to insert any data tags here.
Email Subject You can customize your email subject line, and insert any data tags by placing your cursor in the location that you want to insert, and click the data tag from the menu above.
Email Body You can customize your email message and use any of the data tags.
Insert a new data tag by placing your cursor in the location you want to insert the tag.
Then click the data tag you want to insert. Be sure that you leave a space in front of and/or after the data tag so that it formats correctly in the email.
Select business name display on invoices – This field will show only if your tax filing name is different than your company name. You can choose to display your tax filing name, your DBA, or both. Select the radio button of the business name you would like displayed on your invoices.
Click Save Settings at the bottom of the page.