Even More Variables for your Email Templates


Posted 2 months ago in Product update
by Karin Hernandez

When we started getting requests to make our email templates smarter, we jumped at the chance. That’s why we’re adding over 40 more shortcuts to make your business emails more personalized. We hope that these additional email template variables help your business life run smoother than ever.

Below is a list of variables you can include in your ZipBooks email templates. They’ll automatically populate in ZipBooks emails to your customers and potential clients. You can write the perfect email into the template once, and it’ll feel like a personalized email every time.

Time variables

Sometimes you want to reference a period of time that would make an email feel more personal, but the trade-off is you automatically put an expiration date on it. System variables are designed to be used in any ZipBooks template, so you never have to sacrifice how you communicate with potential new business and clients to save time.

::day:: Current calendar day
::day+1:: Next calendar day
::day-1:: Previous calendar day
::day_week:: Current day of the week (e.g. Tuesday)
::month:: Current month
::month+1:: Next month
::month-1:: Previous month
::today:: Today’s date
::today_intl:: Today’s date (international format)
::year:: Current year
::year+1:: Next year
::year-1:: Previous year

Your account variables

This list of variables can be used to pull in information about your company. Now you won’t have to manually update your email templates if you change your business phone number or location.

::company_address:: Company address line
::company_address2:: Company address line 2
::company_city:: Company city
::company_country:: Company country
::company_name:: Company name
::company_phone:: Company phone
::company_state:: Company state/province
::company_zip:: Company zip/postal code
::company_description:: Company description
::company_website:: Company website link

Invoice variables

Studies show that a personalized email can go a long way in getting paid faster. The variables listed below give you the tools you need to take your emails from a forgettable email template to an email written just for them. We’re committed to getting you paid faster and this is just one more way we’re delivering on that commitment.

::amount_due:: Invoice total amount
::amount_paid:: Invoice amount paid
::amount_subtotal:: Invoice subtotal amount
::amount_tax:: Taxes Invoiced total
::discount:: Invoice discount rate
::invoice_number:: Invoice number
::invoice_po:: Related PO #
::notes:: Default invoice notes
::terms:: Default invoice terms
::invoice box:: Box which says “View and pay now”
::link:: Invoice link (web version)
::link_pdf:: Invoice link (pdf version)
::customer_name:: Customer name
::contact_name:: Contact name

Estimate variables

When you’re bidding on new work, a lot goes into that process. A professional estimate with well-organized information on what they’re getting for their money is a start, but sometimes it’s the way you communicate that value that seals the deal. Below are some tools you can use to win more bids in style.

::amount_due:: Estimate amount total
::amount_subtotal:: Estimate subtotal amount
::amount_tax:: Estimated taxes total
::discount:: Estimate discount rate
::estimate_number:: Estimate number
::estimate_po:: Related PO #
::link:: Estimate link (web version)
::link_pdf:: Estimate link (pdf version)
::notes:: Default estimate notes
::terms:: Default estimate terms
::customer_name:: Customer name
::contact_name:: Contact name

Receipt variables

Here are some variables to customize your receipts so you can ensure that your clients will know exactly who and what they paid for.

::amount_due:: Invoice amount total
::link:: Invoice link (web version)
::link_pdf:: Invoice link (pdf version)
::invoice_number:: Invoice number
::invoice_po:: Related PO #
::customer_name:: Customer name
::contact_name:: Contact name
::payment_amount:: Amount paid
::payer_name:: Payer name
::payee_name:: Payee name
::payment_date:: Date paid
::payment_method:: Payment method
::receipt_view_button:: Button to view receipt
::reference_number:: Reference number, e.g. check number

Late payment reminder variables

There are a couple details that you might want to include in a reminder email that could change based on who the customer is and where they might be in the escalation of payment reminders that you use to nudge your customers towards full payment. We listed the variables that we’ve made available below.

::days_past_due:: The number of days past the invoice due date

Recurring profile invoice variables

Unfortunately, due to the nature of the recurring profile invoice creation process, you can’t use all of the variables that you are able to use in an ordinary invoice template. But, you can still customize the emails with the following variables:

::day:: Current calendar day
::day+1:: Next calendar day
::day-1:: Previous calendar day
::day_week:: Current day of the week (e.g. Tuesday)
::month:: Current month
::month+1:: Next month
::month-1:: Previous month
::today:: Today’s date
::today_intl:: Today’s date (international format)
::year:: Current year
::year+1:: Next year
::year-1:: Previous year
::company_address:: Company address line
::company_address2:: Company address line 2
::company_city:: Company city
::company_country:: Company country
::company_name:: Company name
::company_phone:: Company phone
::company_state:: Company state/province
::company_zip:: Company zip/postal code
::company_description:: Company description
::company_website:: Company website link

Just one last note: Even though we organized variables in different sections for an easy read, for the most part you can use all of these variables in any email template in ZipBooks.