How To: Email templates for meetings, quotations and invoices

Why use templates?

Default emails are pre-formulated messages that can be sent within a few clicks, in order to save time when you often have to write the same type of messages. They can be made for appointments, sending quotations and invoices, automatic reminders and thank you notices. There are a number of default messages in Teamleader already, but you can always adapt these to create even more personal communication.

Email variables

For every template email in Teamleader, there are some variables you can use to personalize your message. For example, the variable #FORENAME will always be replaced by the forname of the contact you are sending an email to, given that this information is available in the CRM.

These variables can vary depending on the type of message you are creating, but they can always be found at the bottom of the screen when composing your template. Be sure to double check if you are using the correct ones!

Here is an overview of the different types of email templates that Teamleader offers.

A default message for meetings

These can be created under "Settings" on the "Planning" tab. Once there, you will see the "Meeting invitation templates" widget. To create a default message yourself, click the "+" symbol next to it.

To send the default message for appointments, first create a meeting in Teamleader. When you add the contact to the appointment, you are given the option of sending the email. There you can select which default message you want to use.

Templates for quotation layout

As with the other templates, to create a default message for an offer, navigate to "Settings" followed by the "Deals" tab. Once there, you will see the "Templates for quotation layout" widget. These templates will be used on the first page of the quotation PDF, unless otherwise defined in your quotation template layout.

To create a default message yourself, click the "+" symbol. In the following popup you can define your message. You can use different variables to personalize your message here as well. Through the #NAME personalization, for example, you can always start the accompanying text of your quotation with your customer’s name, regardless of the customer to whom you are sending the offer. You can set up different default emails depending on the nature of the offer.

Email templates for quotations

Next to the accompanying message of your quotation, you can create templates for the accompanying email when sending the quotation to your customer.

Important here is the variable #LINK. If you use this variable in your template email, this will be visible for the customer as a link to Cloudsign, were he can check and sign his quotation online. The #LINK parameter will be replaced by the sentence ‘View quotation online’ in your email

If a quotation is accepted via Cloudsign, you’ll get a notification in Teamleader and your deal phase will automatically change to ‘Accepted’.

A default message when sending invoices

You can customize these templates through "Settings" under the "Invoice" tab. Click the "+" symbol at "Templates for invoice letters" and edit an existing template or create a new one. You can use handy variables to personalize the message or add useful information for the client.

These can be messages for when you send out an invoice for the first time, but also reminders for when an invoice is overdue.

Automatic invoice reminders

If you want to, you can send out some of these messages as automatic reminders when an invoice remains unpaid. You can do this in the next widget ‘Automatic reminders’. Here you’ll be able to select the messages you just created and set a time frame in which it has to be sent. You can do this multiple times, with multiple messages.

General email templates

A contact or company email address in Teamleader is always clickable. You can always send an email whenever you like, but here you can also create predefined templates. This might come in handy for a sales organisation who has to send a lot of the same emails to leads, for example.

To create these email template, navigate to Settings and choose ‘Email layout’. Click the ‘+’ button next to ‘Templates for regular emails’ and you’re able to compose a default message. Using variables, you can always personalize these messages without having to enter the information yourself. Teamleader will replace the variable with the information of the CRM, if available.

Once you are finished creating default emails, you’ll find them when composing an email after clicking an email address in the CRM.

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