Help Center / White-label and branding /
Customizing email content and button text
Every email your workspace sends (invitations, invoices, proposals, contracts, and receipts) uses a template you can customize. You can change the visual design, edit the default message content and subject lines, and insert smart fields that auto-fill with your client's and workspace's details. All email template settings live at Settings > Email templates.
Customizing the email design
The email design editor controls the visual appearance of every outgoing email from your workspace, including the header, button, and typography.
- Open Settings > Email templates.
- In the Email design section, click Customize design.
- The editor opens with a live preview on the right and settings on the left.
Choosing an email theme
At the top of the editor, you'll see pre-built themes under Themes. Click any theme to apply its color scheme, fonts, and button style. The live preview updates immediately so you can compare them.
Customizing the header
Under Header, you can:
- Upload a custom logo that appears at the top of every email
- Adjust the logo size using the slider
- Set a background color for the header area
Customizing the button
Under Button, you can change:
- Button color - the background color of the call-to-action button
- Button text color - the color of the text inside the button
- Border radius - how rounded the button corners are (from sharp to fully rounded)
Customizing typography
Under Typography, you can change the font family, font size, and text color for headings and body text separately.
When you're done, click Save. To undo all changes, click Reset.
Note: Email design customization requires the White label add-on.
Editing default email messages
Each type of outgoing email has a default subject line and message body that you can customize. The five email templates are:
- Invitation email - sent when you invite someone to join your workspace
- Invoice email - sent when you share an invoice with a client
- Proposal email - sent when you share a proposal with a client
- Contract email - sent when you share a contract for signing
- Receipt email - sent after a payment is recorded on an invoice
To customize a template:
- Open Settings > Email templates.
- Under Default messages, expand the template you want to edit (for example, Invoice email).
- Edit the Subject line at the top. You can insert smart fields into the subject to personalize it (for example, the client's name or the invoice number).
- Edit the message body below. You can format text, add links, and insert smart fields that auto-fill with workspace, sender, recipient, and document data.
- Click Preview to see how the email will look, or click Edit to go back to editing.
- Click Save when you're done.
Tip: Each template supports different smart fields. For example, the invoice email template lets you insert invoice-specific fields like the invoice number and amount, while the invitation email includes fields like the invite link.
To reset a single template back to its default, click Reset on that template. To reset all templates at once, click Reset to default at the bottom of the section.
Smart fields in email templates
Smart fields are placeholders that get replaced with real data when the email is sent. Each template shows available smart fields grouped by category (sender, workspace, recipient, and the relevant document type). Click a smart field to insert it at your cursor position in the editor.
For example, you might write: "Hi [Recipient first name], please find your invoice [Invoice number] attached." The bracketed values will be replaced with the actual client name and invoice number when the email goes out.
