📍 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…):
- Click Send an email
- Select the desired template from the list
- The subject and body of the email are pre-filled with data from the record
- 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 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.