TABLE OF CONTENTS

Overview

You can configure WorkGuru to send invoices via a generic account, instead of the logged in staff member.   You can also setup default email templates for Quotes, Invoices and Purchase Orders.   Email template text can be used with email template merge fields to ensure they can be universal.

General

The general email settings sets default CC for any email sent from WorkGuru

  • Email To CC on Documents List - Add email addresses separated by a comma (,) to automatically CC when any document is sent from WorkGuru.  

Invoices and UnPaid Invoices

Invoice and UnPaid Invoice email settings lets you manage your invoice email senders and templates:

  • Default Invoice Email Address to Send from - Override the sender's from address from an individual to a business address (eg accounts@email.com).  If left blank the from address will be the current logged in user's email address.
  • Default Invoice Email Sender Display Name - Override the sender's email name from an individual to a business role/name (eg Accounts Receivable).  If left blank, the from name will be the current logged in user's name.
  • Default Invoice Email Subject - Override the invoice email subject line.  Email template merge fields can be used.  The default is: Invoice Number -[InvoiceNumber] from [BusinessName]
  • Default Invoice Email Text - Enter email body text.  Email template merge fields can be used.
  • Default UnPaid Invoice Email text - Enter email body text.  Email template merge fields can be used.


Quotes

Quote email settings lets you manage your quote email senders and templates:

  • Default Quote Email Subject - Override the quote email subject line.  Email template merge fields can be used.  The default is: Quote -[QuoteNumber] from [BusinessName]
  • Default Quote Reply-To Address - Override the sender's from address from an individual to a business address (eg sales@email.com).  If left blank the from address will be the current logged in user's email address.
  • Default Quote Email Display Name - Override the sender's email name from an individual to a business role/name (eg Sales).  If left blank, the from name will be the current logged in user's name.
  • Default Quote Email Text - Enter email body text.  Email template merge fields can be used.

Purchase Orders

Purchase Order email settings lets you manage your purchase order email senders and templates:

  • Default Purchase Order Email Subject - Override the purchase order email subject line.  Email template merge fields can be used.  The default is: Purchase Order Number -[PurchaseOrderNumber] from [BusinessName]
  • Default Purchase Order Reply-To - Override the sender's from address from an individual to a business address (eg purchasing@email.com).  If left blank the from address will be the current logged in user's email address.
  • Default Purchase Order Email Display Name - Override the sender's email name from an individual to a business role/name (eg Purchasing).  If left blank, the from name will be the current logged in user's name.
  • Default Purchase Order Email Text - Enter email body text.  Email template merge fields can be used.

Client Credit Notes

Client Credit Note email settings lets you manage your credit note email senders and templates:

  • Default Client Credit Note Email Subject - Override the credit note email subject line.  Email template merge fields can be used.  The default is: Credit Note Number - [CreditNoteNumber] from [BusinessName].
  • Default Client Credit Note Email Text - Enter email body text.  Email template merge fields can be used.

Supplier Credit Notes

Supplier Credit Note email settings lets you manage your credit note email senders and templates:

  • Default Supplier Credit Note Email Subject - Override the credit note email subject line.  Email template merge fields can be used.  The default is: Credit Note Number - [CreditNoteNumber] from [BusinessName].
  • Default Client Credit Note Email Text - Enter email body text.  Email template merge fields can be used.

LeadsLead email settings lets you manage your credit note email senders and templates:

  • Default Lead Email Subject - Override the credit note email subject line.  Email template merge fields can be used.  The default is: Lead Number - [LeadNumber] from [BusinessName].
  • Default Lead Email Text - Enter email body text.  Email template merge fields can be used.

Email Template Merge Fields

If you require WorkGuru to pre-populate your email templates with quote, invoice and project specific information use the following merge fields in the subject and message body.


Shared Fields (can be used in all email templates):

Merge Field NameNotes
[BusinessLegalName]
[BusinessAddress]
[BusinessTaxNumber]
[UserEmail]Current logged in WorkGuru user
[UserFirstName]Current logged in WorkGuru user
[UserFullName]Current logged in WorkGuru user
[UserFullName]Current logged in WorkGuru user


Quote Email Fields:

Merge Field NameNotes
[QuoteClientName]
[QuoteClientAddress1]
[QuoteClientAddress2]
[QuoteClientCity]
[QuoteClientState]
[QuoteClientState]
[QuoteClientPostcode]
[QuoteClientAddressBlock]
[QuoteClientWebsite]
[QuoteClientPhone]
[QuoteClientFax]
[QuoteClientABN]
[QuoteContactEmail]
[QuoteContactFirstName]
[QuoteContactFullName]
[QuoteContactLastName]
[QuoteContactPhone]
[QuoteDate]
[QuoteDescription]
[QuoteExpiryDate
[QuoteName]
[QuoteNumber]
[QuoteRecommendedJobDate]
[QuoteTax]
[QuoteTotal]
[QuoteTotalIncTax]


Invoice Email Fields:

Merge Field NameNotes
[AmountOutstanding]
[ClientName]
[ClientPurchaseOrder]
[InvoiceDate]
[InvoiceDescription]
[InvoiceDueDate]
[InvoiceNumber]
[InvoiceProductTotal]
[InvoiceReference]
[InvoiceSubTotal]
[InvoiceTaskTotal]
[InvoiceTotal]
[InvoiceTotalTax]
[ProjectNo]
[ProjectName]
[ProjectDescription]


Purchase Order Email Fields:

Merge Field NameNotes
[POName]
[PORate]
[PurchaseOrderDate]
[PurchaseOrderDeliveryAddress1]
[PurchaseOrderDeliveryAddress2]
[PurchaseOrderDeliveryInstructions]

[PurchaseOrderDescription]
[PurchaseOrderExpectedDate]
[PurchaseOrderNumber]
[PurchaseOrderPostcode]
[PurchaseOrderProjectName]
[PurchaseOrderProjectNo]
[PurchaseOrderState]
[PurchaseOrderSubTotal]
[PurchaseOrderSuburb]
[PurchaseOrderTaxTotal]
[PurchaseOrderTotal]
[SupplierContactName]
[SupplierName]
[SupplierABN]
[SupplierAddress1]
[SupplierAddress2]
[SupplierCity]
[SupplierState]
[SupplierPostcode]
[SupplierWebsite]
[SupplierPhone]
[SupplierFax]
[SupplierEmail]


Credit Note Email Fields:

Merge Field NameNotes
[CreditNoteNumber]
[CreditNoteDate]
[CreditNoteDescription]
[CreditNoteSubTotal]
[CreditNoteTaxTotal]
[CreditNoteTotal]


Lead Email Fields:

Merge Field NameNotes
[LeadBudget]
[LeadCategory]
[LeadCloseProbability]
[LeadCreationDate]
[LeadDescription]
[LeadForecastCloseDate]
[LeadName]
[LeadNumber]
[LeadStage]
[LeadStatus]
[LeadWonOrLostDate]
[LeadContactEmail]
[LeadContactFirstName]
[LeadContactLastName]
[LeadContactFullName]
[LeadContactPhone1]
[LeadContactPhone2]
[LeadOwnerFirstName]
[LeadOwnerLastName]
[LeadOwnerFullName]
[LeadOwnerPhone]