Email templates
Customize the three client-facing emails — invoice, payment reminder, and receipt — with variables, conditionals, and a live preview.
Hoursmith sends three client-facing emails you can edit to match your voice. You'll find them on
Settings → Email (/settings/email).
- Role
- OwnerAdmin
Email templates are managed by Owner and Admin on the Settings → Email page.
The three editable templates
| Template | When it's sent |
|---|---|
| Invoice email | When you click Send on a draft invoice. |
| Payment reminder | Overdue dunning. Has an Auto-send when overdue toggle. |
| Receipt / thank you | Automatically when a client pays online. |
The Receipt / thank you email is sent only for online payments. Manually recorded payments don't send one — see Record manual payments.
Edit a template
Open the template
On Settings → Email, choose the template you want to edit. It opens an editor with a Subject and Body.
Write with variables
Use {{double-brace}} variables, {{#if}} conditionals, and {{#link}} in your text. A
click-to-insert variable palette lists the variables available for that template, so you don't
have to remember the names.
Check the live preview
A live Preview renders your template with sample data as you type, so you can see exactly what the client will get.
Save
Click Save template. A Customized chip then marks any template you've changed from the default.
Auto-send reminders
The Payment reminder template has an Auto-send when overdue toggle. Turn it on to have Hoursmith send the reminder automatically once an invoice is overdue. See Reminders for how dunning works.
System emails aren't editable
Emails like invites, password resets, and verification are platform-branded and not editable — they always send from the platform default sender. (Email routing is covered in Email settings.)
Troubleshooting
- My customizations didn't take. Make sure you clicked Save template and that the Customized chip is showing.
- The receipt email never sends. It only sends for online payments. If you recorded the payment manually, no receipt goes out.
- A variable shows literally in the email. Insert it from the palette to get the exact name, and
check your
{{#if}}blocks are closed.
Email settings
Send invoices and reminders from your own domain with SMTP, Amazon SES, or Resend — plus domain verification and a delivery log.
Telegram notifications
Connect your Telegram account to get pings for mentions, task assignments, comments, and client payments — per user, across every workspace.