Email Templates

Overview

Email templates control the messages sent to clients automatically. When you share an invoice or client uploads files, StudioLedger sends branded emails based on your templates.

Customize the subject line and message body to match your brand voice. Include your logo, colors, and personalized messaging for every client touchpoint.

Creating Email Templates

Go to Settings → Templates → Email Templates to manage all your email communications.

Available Email Types

You can customize templates for:

• Invoice Shared — Sent when you share an invoice with a client
• Estimate Shared — Sent when you share an estimate for approval
• Payment Received — Confirmation when payment is processed
• File Transfer Created — Notification when you create a file transfer
• Gallery Shared — Sent when you grant client access to a gallery
• Form Submission — Notification of new form submissions
• Booking Confirmation — Sent after booking is confirmed
• Welcome Email — First email to new clients

💡 Smart Variables

Use variables to personalize emails automatically:

• {client_name} — Client's name
• {invoice_number} — Invoice number
• {total_amount} — Invoice/estimate total
• {due_date} — Payment due date
• {your_name} — Your name
• {workspace_name} — Your workspace name

Creating a Custom Template

1. Go to Settings → Templates → Email Templates
2. Click on the email type you want to customize
3. Edit the Subject Line and Message Body
4. Use smart variables for personalization
5. Preview your email at the bottom
6. Save the template

Subject & Body

Subject Line

The email subject appears in the client's inbox. Make it clear and action-oriented:

• ✓ Good: "Invoice #{invoice_number} from {your_name}"
• ✓ Good: "Your {client_name} estimate is ready for review"
• ✗ Bad: "Hi there" (vague, could be spam)

Message Body

The body of the email. Keep it professional but personable:

{`Hi {client_name}, Your invoice #{invoice_number} is ready. The total due is {total_amount}, due by {due_date}. Click the button below to pay online: [PAYMENT_BUTTON] Questions? Reply to this email or call me. Best, {your_name}`}

Use line breaks and formatting for readability. Include a clear call-to-action.

Email Preview

See a live preview of your email as you edit it. The preview shows your logo, brand colors, and how the email looks on mobile and desktop.

When Templates Are Used

Email templates are automatically used in these situations:

→

You share an invoice

The "Invoice Shared" template email is sent automatically

→

Client makes a payment

The "Payment Received" confirmation template is sent

→

You create a file transfer

The "File Transfer Created" template notifies the recipient

→

Client submits a form

The "Form Submission" template confirms receipt

💡 Override for Individual Documents

When sharing a specific invoice or estimate, you can override the default template to send a custom message instead.

Next Steps

• Go to Settings → Email Templates
• Customize the "Invoice Shared" template first
• Add your logo and customize branding
• Use smart variables to personalize messages
• Preview templates on mobile and desktop

Using Templates for Cost Share Sends

Email templates also apply when you send an estimate that uses Cost Sharing. Instead of one generic notification, StudioLedger uses the email composer so you can choose a template, adjust the message, and send personalized invites to each active party.

In this flow, recipients are pulled from the current cost share party list. If a party is missing an email address, they are skipped rather than being counted as a successful send.

This is a good place to keep a polished cost-share message that explains what the recipient is being asked to review and why they are receiving the estimate.