Email templates
Customize client invoice, reminder, and receipt emails, plus the separate reviewed team-bill forwarding template.
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.
Editable templates
| Template | When it's sent |
|---|---|
| Invoice email | When you send a draft invoice manually or a recurring series sends one automatically. |
| Payment reminder | Overdue dunning. Has an Auto-send when overdue toggle. |
| Receipt / thank you | Automatically when a client pays online. |
Team bill (team_bill, Agency) | When an Owner/Admin explicitly forwards a reviewed, approved, fully unpaid internal bill. |
The Receipt / thank you email is sent only for online payments. Manually recorded payments don't send one — see Record manual payments.
Team bill subject/body variables are separate from client invoices. Banking instructions are included only in the reviewed PDF, not template variables. The sender uses the workspace email configuration. A template preview is not the final delivery review: check exact recipients, message, and attachment in Forward a reviewed bill before sending.
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.
Recurring invoice emails
A recurring series can inherit the saved/default Invoice email subject and body, or override
either one for that series revision. Blank subject and body fields inherit independently. Its
optional message remains separate and is inserted where the invoice template uses {{message}}.
Recipients and any subject/body overrides are versioned with the recurring instructions, so a later client-contact change does not silently reroute scheduled financial email. When a subject or body inherits, the current saved Invoice email template is used for preview and delivery; add an override when a series needs fixed wording. The recurring builder shows the exact merged preview for the selected occurrence, including its date tokens. See Recurring auto-send safety.
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 sends automatically for online card payments. For a manually recorded payment, turn on Email a receipt in the Record-payment dialog (off by default). See Record manual payments.
- 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.