Email Templates

Create and customize email templates with Liquid variables for invoices, estimates, jobs, purchase orders, and sales orders.

Overview

Email templates control the subject line and body content used when emailing records from Forz. Each record type (invoices, estimates, jobs, purchase orders, sales orders) has a default template that includes Liquid variables for dynamic content like record numbers, amounts, and company names. Admins can edit these templates to match their company's tone and branding, or create new templates for additional use cases.

Before You Begin

Prerequisites:

  1. You have the Email Templates: View permission on your role.

  2. You are an Admin to create, edit, or delete templates.

Viewing Email Templates

  1. Navigate to Settings > Email Notifications > Email Templates.

  1. The list displays all templates with their display name.

Expected result: All configured email templates appear in the list, including the default system templates (Estimates, Invoices, Jobs, Purchase Orders, Sales Orders).

Creating an Email Template

  1. Navigate to Settings > Email Templates.

  1. Click the + New button.

  1. Enter a Display Name for the template. This is required (e.g., "Follow-Up Invoice Reminder").

  2. Enter a Subject line. Use Liquid variables for dynamic content (e.g., Invoice #{{invoice.number}} from {{company.organization}}).

  3. Write the Body using the text editor. Include Liquid variables where needed.

  4. Optionally select an Email Sender to associate with this template.

  5. Click Save.

Expected result: The template is created and appears in the templates list. It can now be selected when composing emails from records.

Editing an Email Template

  1. Navigate to Settings > Email Templates.

  1. Click on the template you want to edit.

  1. Click Edit.

  1. Modify the Subject, Body, or Email Sender fields.

  2. Click Save.

Expected result: The template is updated. All future emails using this template will use the new subject and body content.

Warning: Default system templates (identified by a unique_name value) cannot be deleted. You can edit their subject and body, but the template itself cannot be removed. Custom templates without a unique_name can be deleted.

Available Liquid Variables

Use these Liquid variables in your template subject and body to insert record-specific data automatically.

Record variables

Variable

Description

Available On

{{estimate.number

Estimate number (e.g., EST-0319)

Estimates

{{estimate.amount}}

Estimate total amount

Estimates

{{invoice.number}}

Invoice number (e.g., INV-2048)

Invoices

{{invoice.amount}}

Invoice total amount

Invoices

{{job.number}}

Job number (e.g., JOB-1042)

Jobs

{{purchase_order.number}}

Purchase order number

Purchase Orders

{{sales_order.number}}

Sales order number

Sales Orders

Company Variables

Variable

Description

Available On

{{company.organization}}

Your company name

All templates

Tip: Test your templates by sending a test email to yourself before using them with customers. Open a draft record, change the To address to your own email, and send.

Default Templates

Forz creates the following default templates during account setup:

Template

Subject

Purpose

Estimates

Estimate #{{estimate.number}} from {{company.organization}}

Sending estimates to customers

Invoices

Invoice #{{invoice.number}} from {{company.organization}}

Sending invoices to customers

Jobs

Job #{{job.number}} from {{company.organization}}

Sending job details to customers

Purchase Orders

Purchase Order #{{purchase_order.number}} from {{company.organization}}

Sending POs to vendors

Sales Orders

Sales Order #{{sales_order.number}} from {{company.organization}}

Sending SOs to customers

Common Scenarios

Customizing the invoice email for a plumbing company

An admin edits the default Invoices template to include the company's payment terms and a thank-you message. The body is updated to: "Thank you for choosing Reliable Plumbing. Invoice #{{invoice.number}} is attached for your review. Payment is due within 30 days. Click the link below to view your invoice and pay online." All future invoice emails use this updated message.

Creating a follow-up reminder template

An admin creates a new template called "Payment Reminder" with the subject "Reminder: Invoice #{{invoice.number}} from {{company.organization}}" and a body that includes a polite reminder about the outstanding balance. This template can be selected when re-sending invoices to customers with overdue payments.

Troubleshooting

Problem

Solution

"I can't delete a template"

System default templates (Estimates, Invoices, Jobs, Purchase Orders, Sales Orders) cannot be deleted. Only custom templates without a system unique_name can be removed.

"Liquid variables show as raw text in the email"

Verify you are using the correct double-brace syntax: {{variable.field}}. Check for typos in variable names. Refer to the variables table above for exact names.

"I don't see Email Templates in Settings"

Verify your role has Email Templates permissions. This feature is typically restricted to Admin roles.