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Customize document and email templates

Review branding previews, email variables, and the difference between a template and an actual send.

In BokepingSettings → Document Defaults

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A document template controls customer-facing presentation. An email template supplies a subject and message. Neither is a payment-provider connection, an accounting entry, or proof of delivery.

Review a document template

Section titled “Review a document template”
  1. Open Settings → Document Defaults → Document Templates.
  2. Choose Manage for the document type. Invoices, Estimates, Sales Receipts, Credit Memos, Payments Received, and Purchase Orders have their own entries.
  3. Open an existing template or use the creation action. For invoices, the empty-state action is Create Invoice Branding.
  4. Enter a Template Name and review Primary Color, Secondary Color, and the company-logo controls available for that type.
  5. Inspect the preview. Invoice branding offers PDF Document, Payment Page, and Email Receipt previews. Sample amounts and customer details are illustrations, not company transactions.
  6. Save when ready. Reopen the relevant document and inspect the template actually selected there before exporting or sending it.

Do not assume that creating a template changes every document or that all document types expose the same controls. A disabled Content tab does not offer an editable layout in that view. A payment method shown in branding still needs a working provider configuration.

Invoice branding editor showing the template name, branding color, and company-logo controls.

Open full-size screenshot ↗

Cropped view of the real unsaved branding editor. The form was canceled; no branding settings or payment methods were changed.

Customize an email

Section titled “Customize an email”
  1. Open Settings → Document Defaults → Email Templates.
  2. Choose Edit template for the exact email type, such as Invoice or Invoice Reminder. These are separate templates.
  3. Edit Subject and Body (plain text). Use the Available variables chips to insert values at the cursor.
  4. Keep the exact spelling and spaces in tokens such as {Customer Name}, {Invoice Number}, or {Payment Link}. Do not invent token names or replace a variable with one customer’s private information.
  5. Use Show preview to check the message layout. This preview can still display tokens; it is not proof that a real recipient’s details or payment link have resolved.
  6. Choose Save, then review the email form on the intended document before sending. Saving a template does not itself send a message.

Invoice email-template editor showing Subject, plain-text Body, and available variable chips.

Open full-size screenshot ↗

The default invoice email was viewed without editing or sending it. Variables remain visible in the editor.

If the output looks wrong

Section titled “If the output looks wrong”
  • An old logo or style appears: check the document type and the template selected on the document, then generate a fresh PDF.
  • A variable stays literal: insert a supported chip from that email type; verify its spelling and spaces. Do not assume every type supports invoice variables.
  • No usable payment option appears: check Payment Methods, company/provider status, and the invoice’s eligibility.
  • The email fails: follow invoice email recovery. Changing a template is not a reason to recreate the invoice.

Keep internal notes out of customer-facing notes, terms, and email text. Recheck the actual recipient and attachment every time sensitive billing information is sent.

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