Email Invoices to the Linked Contact Using {ContactEmail}

The {ContactEmail} placeholder can be used in an email template to automatically address an email to the contact linked to a Quote, Booking, Invoice or other sales record, instead of always using the main customer email address.

This is useful where invoices belong to a company or account, but individual jobs or invoices need to be sent to different people within that organisation.

1. Go to Setup > Preferences > Email Templates & Settings.

2. Click Other Templates.

3. Create a new email template, or edit an existing one.

4. Enter {ContactEmail} in the To field.

5. Configure the Subject, Message and other email settings as required.

6. Save the template.

When the template is used from an invoice, HirePOS replaces {ContactEmail} with the email address of the contact linked to that invoice.

The contact must be linked to the sales record for {ContactEmail} to identify which email address to use.

When editing the Quote, Booking or Invoice:

1. Click the person/contact icon next to the customer.

2. Select the appropriate customer contact.

3. Ensure that contact has a valid email address saved in their customer contact details.

When the record is emailed using the template, the linked contact's email address is placed in the To field.

You can assign the template as a customer's default Invoice Email Template.

1. Go to Setup > Customers.

2. Edit the customer.

3. Open the Account / Payment Terms section.

4. Select your template from the Invoice Email Template dropdown.

5. Save Changes.

When emailing that customer's invoices, HirePOS can then load this template automatically and address the email to the contact linked to each invoice.

This is particularly useful for customers with several contacts where different invoices need to go to different people.

The placeholder is intended for invoice-based email processes where HirePOS has access to the contact linked to the sales record.

It can be used when:

• Emailing an individual Quote, Booking, Invoice or similar sales record.

• Selecting an Other Email Template from the Email Template dropdown while emailing a sales record.

• Emailing an invoice-based report where the template is selected from the Email Template dropdown.

• Sending invoice-based messages through Bulk Messages.

• Sending invoice-based CRM automatic email follow-ups.

The most common and recommended use is the standard Email screen opened directly from a Quote, Booking or Invoice.

If the linked contact does not have a valid email address, HirePOS will not use that contact address.

Depending on the email process being used, HirePOS can then retain or fall back to the normal recipient address, such as the customer's main billing email address.

For this reason, it is important that contacts intended to receive invoices have a valid email address recorded against their contact details.

A customer called ABC Construction has the main billing email:

accounts@abcconstruction.com

The customer also has these contacts:

• John Smith: john@abcconstruction.com

• Jane Brown: jane@abcconstruction.com

If John is linked to one invoice and the email template contains {ContactEmail} in the To field, that invoice can be addressed to:

john@abcconstruction.com

Another invoice for the same customer could instead be linked to Jane and automatically addressed to:

jane@abcconstruction.com

This allows the same customer account and email template to be used while directing individual invoices to the appropriate contact.