Email templates

There are a series of email templates that are available for customisation in Billingbooth, these are used to send out emails to your customers for various reasons, such as when a new invoice is generated, or when a new payment method is required.

The templates themselves can be customised via Settings -> Email Templates, and a full list of the available user templates can be found.

Customisation

Email templates are designed in HTML. Billingbooth has an editor that will allow to edit each template, but you can also View Source and paste in your own HTML content. We recommend you use a service such as Litmus or Email on Acid to test your templates before using them in Billingbooth to ensure that they render correctly across all email clients.

Dynamic content

As part of the content of the email templates, you can use variables to insert dynamic content into the email. These variables are replaced with the appropriate content when the email is sent. We use the Liquid templating language to provide this functionality, this can be used to manipulate content, or to insert dynamic content into the email.

All email templates contain a series of base variables that can be used regardless of the template, and each email template has its own set of custom variables that are available to the relevant template.

To use a template, simply add the variable name into the HTML like so:

<p>The name of the organisation that sent you this is {{ organisation_name }}</p>

When the email get sent, this will be replaced with the correct content like so:

<p>The name of the organisation that sent you this is Organisation Ltd</p>

You can also use the Liquid templating language to manipulate the content, such as using conditionals:

{% if currency == '£' %}
    <p>The currency is Pound Sterling.</p>
{% else %}
    <p>The currency symbol being used is {{ currency }}.</p>
{% endif %}

For more information we recommend you read the Liquid documentation.

Base variables

These variables are available on all email templates.

Variable	Data Type	Example	Description
organisation_name	Text	Billingbooth Ltd	The name of the organisation that sent the email.
organisation_line_1	Text	1 Union Street	The first line of the address of the organisation that sent the email.
organisation_line_2	Text	The Guildway	The second line of the address of the organisation that sent the email.
organisation_line_3	Text	The Dock	The third line of the address of the organisation that sent the email.
organisation_line_4	Text	The Roundabout	The fourth line of the address of the organisation that sent the email.
organisation_town	Text	Guildford	The town of the address of the organisation that sent the email.
organisation_county	Text	Surrey	The county of the address of the organisation that sent the email.
organisation_postcode	Text	GU1 3DA	The postcode of the address of the organisation that sent the email.
organisation_country	Text	United Kingdom	The country of the address of the organisation that sent the email.
organisation_telephone	Text	+44 1483 123456	The telephone number of the organisation that sent the email.
organisation_email	Text	joe@bloggs.com	The email address of the organisation that sent the email.
organisation_web	Text	https://www.billingbooth.com	The website of the organisation that sent the email.
culture	Text	en-GB	The language culture code used for formatting
currency	Text	£	The currency symbol in use
logo_url	Text	https://www.billingbooth.com/images/logo.png	The URL of the logo of the organisation that sent the email.
portal_url	Text	https://my.billingbooth.app	The URL of the Billingbooth portal.
is_sandbox	Boolean	true	Whether the email was sent from a sandbox environment.

Commission report

Variable	Data Type	Example	Description
customer_name	Text	Joe Bloggs	The name of the customer that the commission report is for.
customer_reference	Text	123456	The reference of the customer that the commission report is for.
billing_period	Date	2020-01-01	The billing period that the commission report is for.
total_commission	Decimal	123.45	The total commission due in the report.

Credit note

Variable	Data Type	Example	Description
credit_note_number	Text	CR123	The credit note number/reference.
credit_date	Date	2020-01-01	The date the credit note was issued.
amount_excluding_tax	Decimal	123.45	The amount of the credit note excluding tax.
amount_including_tax	Decimal	123.45	The amount of the credit note including tax.
tax	Decimal	123.45	The amount of tax on the credit note.
customer_name	Text	Joe Bloggs	The name of the customer that the credit note is for.
customer_reference	Text	123456	The reference of the customer that the credit note is for.
customer_settlement_method	Text	DirectDebit	The regular settlement method the customer normally uses.

Customer access activation

Variable	Data Type	Example	Description
domain	Text	billing.company.com	The customer access portal domain name.
activation_token	Guid	12345678-1234-1234-1234-123456789012	The activation token for the customer access portal.

Customer access forgotten password

Variable	Data Type	Example	Description
domain	Text	billing.company.com	The customer access portal domain name.
token	Guid	12345678-1234-1234-1234-123456789012	The reset password token for the customer access portal.

GoCardless mandate setup

Variable	Data Type	Example	Description
setup_url	Text	https://payments.billingbooth.app/gocardless	The setup URL the user should click on to initiate the mandate setup.

Invoice

Variable	Data Type	Example	Description
invoice_number	Text	INV12345	The invoice number.
issue_date	Date	2020-01-01	The date the invoice was issued.
due_date	Date	2020-01-01	The date the invoice is due.
first_payment_collection_date	Date	2020-01-01	If a payment has been issued against the invoice, the date of the first attempt to collect payment.
last_payment_collection_date	Date	2020-01-01	If a payment has been issued against the invoice, the date of the latest attempt to collect payment. If payment is retrying, this will be the date of the latest retry.
is_first_invoice	Boolean	true	Indicates whether the invoice being emailed is the customer's first invoice.
billing_period	Date	2020-01-01	The billing period covered by the invoice.
amount_excluding_tax	Decimal	123.45	The amount of the invoice excluding tax.
amount_including_tax	Decimal	123.45	The amount of the invoice including tax.
tax	Decimal	123.45	The amount of tax on the invoice.
customer_name	Text	Joe Bloggs	The name of the customer that the invoice is for.
customer_reference	Text	123456	The reference of the customer that the invoice is for.
customer_settlement_method	Text	DirectDebit	The regular settlement method the customer normally uses.
customer_access_url	Text	https://billing.company.com	The URL of the customer access portal.
customer_access_register_url	Text	https://billing.company.com/register	The URL of the customer access portal registration page.

Invoice reminder

Variable	Data Type	Example	Description
invoice_number	Text	INV12345	The invoice number.
issue_date	Date	2020-01-01	The date the invoice was issued.
due_date	Date	2020-01-01	The date the invoice is due.
first_payment_collection_date	Date	2020-01-01	If a payment has been issued against the invoice, the date of the first attempt to collect payment.
last_payment_collection_date	Date	2020-01-01	If a payment has been issued against the invoice, the date of the latest attempt to collect payment. If payment is retrying, this will be the date of the latest retry.
billing_period	Date	2020-01-01	The billing period covered by the invoice.
amount_excluding_tax	Decimal	123.45	The amount of the invoice excluding tax.
amount_including_tax	Decimal	123.45	The amount of the invoice including tax.
tax	Decimal	123.45	The amount of tax on the invoice.
customer_name	Text	Joe Bloggs	The name of the customer that the invoice is for.
customer_reference	Text	123456	The reference of the customer that the invoice is for.
customer_settlement_method	Text	DirectDebit	The regular settlement method the customer normally uses.
customer_access_url	Text	https://billing.company.com	The URL of the customer access portal.
customer_access_register_url	Text	https://billing.company.com/register	The URL of the customer access portal registration page.

Invoice overdue reminder

Variable	Data Type	Example	Description
invoice_number	Text	INV12345	The invoice number.
issue_date	Date	2020-01-01	The date the invoice was issued.
due_date	Date	2020-01-01	The date the invoice is due.
billing_period	Date	2020-01-01	The billing period covered by the invoice.
amount_excluding_tax	Decimal	123.45	The amount of the invoice excluding tax.
amount_including_tax	Decimal	123.45	The amount of the invoice including tax.
tax	Decimal	123.45	The amount of tax on the invoice.
balance_outstanding	Decimal	123.45	The remaining outstanding balance on the invoice.
customer_name	Text	Joe Bloggs	The name of the customer that the invoice is for.
customer_reference	Text	123456	The reference of the customer that the invoice is for.
customer_settlement_method	Text	DirectDebit	The regular settlement method the customer normally uses.
overdue_days	Integer	7	The number of days overdue.

Stripe instant pay

Variable	Data Type	Example	Description
invoice_number	Text	INV12345	The invoice number to settle.
amount	Decimal	123.45	The amount to settle.
pay_url	Text	https://payments.billingbooth.app/stripe	The URL the user should click on to initiate the payment.

Stripe mandate/card setup

Variable	Data Type	Example	Description
setup_url	Text	https://payments.billingbooth.app/stripe	The setup URL the user should click on to initiate the mandate/card setup.