---
title: Email templates
description: "> 📍 **Where can you find this module?** > *Main menu > Tools* --- ## Introduction **Email templates** allow you to prepare reusable standard emails for your recurring communications: sending invoices, reminders, order confirmations, notifications, etc. Each template can include…"
url: "https://www.kafinea.com/en/help/templates/email-templates/"
updated: "2020-12-11"
category: Templates
---

# Email templates

> 📍 **Where can you find this module?**
> *Main menu > Tools*

---

## Introduction

**Email templates** allow you to prepare reusable standard emails for your recurring communications: sending invoices, reminders, order confirmations, notifications, etc. Each template can include dynamic data from Kafinea records. Template management is available via ***Tools > Email templates***.

---

## 1. Create an email template

An email template consists of:

- **Name**: the template name (to identify it in the list)
- **Module**: the module for which the template can be used (Invoices, Quotes, Customer accounts…)
- **Subject**: the email subject, which may contain shortcodes
- **Body**: the email content with formatting and shortcodes

Shortcodes allow you to automatically insert data from the record: customer name, invoice number, amount, due date, etc.

---

## 2. Use a template

When sending an email from Kafinea (from a customer record, an invoice, a quote…):

1. Click ***Send an email***
2. Select the desired template from the list
3. The subject and body of the email are pre-filled with data from the record
4. Customize if necessary, then send

> **Good to know**: Email templates can also be used by workflows to send automatic notifications.

---

## 3. Frequently asked questions

**Can I attach a PDF automatically?**
 Yes, when sending an email from a record (invoice, quote), you can attach the PDF document generated from the document template.

**Are the shortcodes the same as for document templates?**
 Yes, the available shortcodes depend on the selected module and are shared between document and email templates. See the [Shortcodes](https://www.kafinea.com/fr/documentation/modeles/les-shortcodes/) page for the full list.

**How do I create a multilingual template?**
 Create one template per language and select the appropriate template when sending, based on the recipient’s language.

---

## Related references 🔗

- [Document templates](https://www.kafinea.com/en/documentation/templates/document-templates/)
- [Shortcodes](https://www.kafinea.com/fr/documentation/modeles/les-shortcodes/)
- [Sending documents by email](https://www.kafinea.com/fr/documentation/gestion-documentaire/la-communication-avec-mes-clients/)
- [SMTP settings](https://www.kafinea.com/fr/documentation/parametrage/le-parametrage-smtp/)