Email Templates is where you edit the wording, subject line, and formatting of every email Bizuno sends — invoices to customers, POs to vendors, statements, payment reminders, password resets. Good templates sound like your shop, not like a generic ERP.

How to get there #

Menu: Tools → Email Templates
Direct URL pattern: https://yourdomain.com/?bizRt=bizuno/tools/emailTemplates

What’s on this screen #

A list of every system template, grouped by where it’s used:

• Sales — Invoice Sent, Quote Sent, Order Confirmation, Statement Monthly, Payment Received, Payment Reminder, Refund Issued.
• Purchases — PO Sent, PO Change, Vendor Statement Request.
• Banking — Payment Advice (to vendor when you pay), Customer Refund Notification.
• Quality — NC Notification, CAPA Assignment, Training Expiring Reminder.
• System — Password Reset, User Invitation, Failed Login.
• Scheduled — Daily Summary, Weekly Cash Flow Snapshot, Month-End Checklist.

Each template has #

Field	What it’s for
Name	Internal reference.
Triggered By	The system event that sends the email (read-only).
Subject	Email subject line, with merge tokens.
Body	Email body, rich text, with merge tokens.
Reply-To	Override the default reply address for this template.
Attachments	Include the generated PDF (invoice, PO, etc.) automatically.
Active	If off, the system skips sending.

Merge tokens #

Tokens look like {{customer_name}}, {{invoice_number}}, {{amount_due}}, {{due_date}}. The editor has a Insert Token dropdown that lists all available tokens for the current template’s context — don’t type them by hand; pick from the list.

Common tokens #

• {{customer_name}}, {{customer_first_name}}, {{customer_company}}
• {{invoice_number}}, {{invoice_date}}, {{invoice_total}}, {{amount_due}}, {{due_date}}
• {{po_number}}, {{po_date}}, {{vendor_name}}
• {{shop_name}}, {{shop_phone}}, {{shop_email}}, {{shop_address}}, {{signature}}
• {{link_invoice_pdf}}, {{link_statement_pdf}}, {{link_customer_portal}}

Editing a template #

1. Click the template name.
2. Edit Subject and Body.
3. Insert tokens from the dropdown as needed.
4. Preview — Bizuno substitutes sample data for the tokens so you see what a real email looks like.
5. Send yourself a Test Email.
6. Save.

Important: Always send a test to your own inbox before saving. Broken tokens or typos in a template can be embarrassing to discover through a customer email. “Dear {{customer_name}}, your invoice…” is a bad look.

Good customer-facing templates #

Keep them short, personal, and action-oriented:

• Subject includes the invoice number and the amount.
• Greeting uses the customer’s first name when available.
• Body states the purpose, the amount, the due date, and what to do.
• Call-to-action: one link (pay online, view PDF, reply with questions).
• Signature is a real shop name and a real human — not “Bizuno System”.

A sample Invoice Sent template for Ridgeline #

Subject: {{shop_name}} Invoice {{invoice_number}} — {{amount_due}}

Body:

Hi {{customer_first_name}},

Thanks for coming in to Ridgeline Cycles. Your invoice {{invoice_number}} is attached. Total due: {{amount_due}}, due {{due_date}}.

You can pay online here: {{link_invoice_pdf}}

If anything looks off, reply to this email and we’ll sort it.

Thanks again,
{{signature}}

Sender configuration #

Bizuno needs SMTP configured under Admin → Settings → Email to actually send — your own Google Workspace/Microsoft 365 account, a transactional provider (Postmark, SendGrid), or your host’s mail relay. Templates are cosmetic only; delivery is a separate setup.

Language / locale #

If you have customers in multiple languages, you can maintain locale-specific versions of each template. The customer’s locale (on the customer record) determines which one sends.

Tips for Ridgeline Cycles #

• Put your shop phone number in every customer template. Replying is easy for some customers; calling is easy for others.
• Keep the Payment Reminder friendly the first time, firmer the second. Two templates, not one. Change auto-triggers accordingly.
• Edit the Quote Sent template with a sentence about quote validity (“Prices good for 14 days”).
• Audit your templates twice a year. Shop wording drifts — your emails shouldn’t.

Where to go next #

• PhreeForm — the PDF that’s attached to the email.
• Scheduled Tasks — schedule automated statements and reminders that use these templates.
• Admin → Settings → Email — SMTP setup for actual delivery.