Data fields for email templates

Solution Properties

Solution ID:

240815125452367

Last Modified Date:

Tue May 27 09:35:57 UTC 2025

Taxonomy Path:

Case category//How do I...//setting up

Author:

[email protected]

Data fields for email templates

Description

What are data fields?

Data fields are pieces of information taken from a document, such as the invoice number, customer name or due date. Each data field has a label. Enter the data field label in square brackets to pull information from the document. This helps you create personalised messages without needing to update details for each customer manually.

NOTE: We only populate data fields with the real data after sending the email.

How to use data fields

In Accounting, wherever you can send emails, you can use data fields. Type the data field label in square brackets into your email template. When you send the email, we automatically populate the placeholder label with the correct data from your document.

For example, if you enter:

Dear [Customer Contact Name],

Find attached invoice [Invoice Number] dated [Invoice Date] for [Invoice Total].

If you have any questions, let me know.

Regards, [Sender Name]

It will generate:

Dear Bob Smith,

Find an attached invoice INV123 dated 15/08/2024 for £100.00.

If you have any questions, let me know.

Regards, Jane Doe

TIP: Send an email to yourself to see how the fields will populate before you send it to your customer.

List of supported data fields

Below is a list of data field labels grouped by document type. Use these to personalise your emails:

▼ Invoice payment reminders

Placeholder name	Notes
Invoice Number	Invoice Number (prefix + number)
Customer Balance
Customer Business Name
Customer Contact Name
Customer Credit Limit
Customer Overdue Balance
Invoice Date
Due Date
Outstanding
Previous Reminder Date
Number of this Reminder
Sender Business Name
Sender Name
Status
Invoice Total

▼ Sales invoices

Placeholder name	Notes
Invoice Number	Invoice Number (prefix + number)
Customer Business Name
Customer Contact Name
Invoice Date
Due Date
Outstanding
Sender Business Name
Sender Name
Status
Invoice Total

▼ Sales credit notes

Placeholder name	Notes
Credit Note Number	Credit Note Number (prefix + number)
Customer Business Name
Customer Contact Name
Credit Note Date
Outstanding
Sender Business Name
Sender Name
Status
Credit Note Total

▼ Sales quotes

Placeholder name
Quote Number
Customer Business Name
Customer Contact Name
Quote Date
Quote Expiry Date
Sender Business Name
Sender Name
Status
Quote Total

▼ Sales estimates

Placeholder name	Notes
Estimate Number	Estimate Number (prefix + number)
Customer Business Name
Customer Contact Name
Estimate Date
Estimate Expiry Date
Sender Business Name
Sender Name
Status
Estimate Total

▼ Customer statements

Data field name
Customer Business Name
Customer Contact Name
Sender Business Name
Sender Name
Statement Date
Statement Due Balance
Statement Owed Balance

NOTE: We don't support data fields in the mobile app at this time.