Edition: Business, Enterprise
User-level: Assistant Administrator, System administrator
If you're using Business or Enterprise editions of Synergy, you can customise how the email appears when sending an Invoice from Synergy, including the Subject, Recipient, and Body content.
With customised Invoice Email Templates available, you can then choose which template to use when sending an invoice, set defaults on an Organisation, Office, Project or Contact level, ensuring you can have te
Creating and Editing Templates
From Side Navigation > Organisation List > Organisation Settings > Templates > Invoice Emails
Edit an existing template:
Select a template, update the details, then click Save changes
Create a new template:
Click Create Template (top-right).
A side pane will open with an empty template form.
You can create as many templates as you need.
Template fields (top to bottom):
Template Name (required) — internal name for the template
Subject (required) — subject line of the email
From Name (optional) — the name shown in the "From" field when your client receives the email. If left blank, the sender’s name will display. Example: “Your Company” or “Accounts Team”
Body (required) — the content of the email, from greeting to sign-off
Template Options
Each template includes three optional checkboxes:
Set as Organisation Default — makes this the default template across the organisation. Can be overridden by Office, Project, or Contact defaults
Set additional recipients as CC — places additional recipients on the invoice as CC instead of To
Show Total Synergy footer — untick to remove the Synergy footer (Enterprise plans only)
Bookmarks
The Subject, From Name, and Body fields support bookmarks. These automatically insert project or invoice details into your email.
Click Available Bookmarks in the template pane to see the full list.
Selecting a bookmark copies it, so you can paste it into your template fields.
If a bookmark is misspelt, it will appear as raw text (e.g. [InvoiceNmber]). Use Preview to confirm everything displays correctly before sending.
Bookmark | Description |
[OrganisationName] | The name of your organisation |
[ProjectNumber] | The project number |
[ProjectName] | The project name |
[ProjectExternalName] | The external project name |
[InvoiceNumber] | The invoice number |
[DueDateShort] | Invoice due date (short format, e.g. 27/09/2025) |
[DueDateLong] | Invoice due date (long format, e.g. 27 September 2025) |
[InvoiceTotalIncTax] | Total invoice amount (including tax) |
[InvoiceTotalOwing] | Remaining amount owing |
[SenderName] | Full name of the email sender (from your organisation) |
[SenderFirstName] | First name of the email sender |
[SenderLastName] | Last name of the email sender |
[InvoiceContactName] | Full name of the invoice contact |
[InvoiceContactFirstName] | First name of the invoice contact |
[InvoiceContactLastName] | Last name of the invoice contact |
[AttentionName] | Full name of the attention contact |
[AttentionFirstName] | First name of the attention contact |
[AttentionLastName] | Last name of the attention contact |
[PrimaryContactName] | Full name of the primary contact |
[PrimaryContactFirstName] | First name of the primary contact |
[PrimaryContactLastName] | Last name of the primary contact |
[PrimaryPersonnelName] | Full name of the primary personnel |
[PrimaryPersonnelFirstName] | First name of the primary personnel |
[PrimaryPersonnelLastName] | Last name of the primary personnel |
Formatting Options
The Body field supports Markdown formatting. You can use:
Headings
Bold and italic text
Bullet points and numbered lists
Paragraphs and line breaks
Hyperlinks
Click Formatting options in the template pane for a quick reference. For more advanced options, see the Markdown Guide.
Preview
At the bottom of the template pane, click Preview to see how your email will look before sending.
Sample data will be shown in place of bookmarks
Invalid or misspelt bookmarks will display as plain text (e.g. [InvoiceNmber])
Check the preview to confirm formatting and bookmark usage
Setting Defaults for Organisation, Offices, Projects and Contacts
You can set default templates at different levels, similar to Payment Terms:
Organisation default — applied across all invoices, unless overridden
Office default — set in Office Settings. Overrides Organisation default
Project default — set in Project Details / Summary. Overrides Office and Organisation defaults for new invoices in that project
Contact default — set in Contact Details. If the contact is selected as the Invoice Contact, this overrides Project, Office, and Organisation defaults
We recommend using defaults to streamline your invoicing process and maintain consistency.
Sending Invoices and Bulk Sending
When sending a Finalised invoice, an Email Templates side pane will be available:
The default template (Organisation, Office, Project, or Contact) will be pre-selected
You can change the template before sending
You can choose whether additional recipients are sent as CC or To
The same templates are used when sending invoices in bulk
Payment Reminders
Payment reminder emails are not customisable
They inherit the From Name and Set additional recipients as CC settings from your default Invoice Email Template
Security and Permissions
Access to the Invoice Email Templates page is managed through the Security Matrix, under Email Templates:
Permission | What it allows | Default access |
Read | View the Invoice Email Templates page (no edits) | Assistant Project Manager and above |
Add | Create new templates | Assistant Admin, System Admin |
Edit | Edit existing templates | Assistant Admin, System Admin |
Delete | Delete templates | Assistant Admin, System Admin |
If you have feedback about this feature, we'd love to hear it!
Visit our Feedback Forum to upvote or post your own feedback and ideas.