How to create email templates for invoicing

Overview

Found allows you to create reusable email templates for sending invoices to funders. Instead of typing a subject line and message body each time you send an invoice, you can save templates with pre-written content and dynamic shortcodes that automatically populate with invoice, funder, and service user data at send time.

Templates are workspace-scoped — each workspace manages its own library of templates, and they are only visible to admins.

How to create an email template

1. Go to Settings → Billing → Email templates.

2. Click Add email template.

3. Enter a name for the template (this is for internal reference only and is not visible to funders).

4. Enter a subject line for the email.

5. Write the body of the email using the rich text editor.

6. Use shortcodes (listed in the placeholder reference panel on the right) to insert dynamic data. For example, {invoiceReference} will be replaced with the invoice number when the email is sent.

7. A live preview shows how the email will look with sample data substituted in. If you use an unrecognised shortcode, a warning will appear.

8. Click Save to store the template.

Available shortcodes

Shortcodes are placeholders wrapped in curly braces that Found replaces with real data when the email is sent. The following shortcodes are supported:

Funder

• {funderName} — The funder's name

• {funderReference} — The funder's reference number

• {funderEmail} — The funder's email address

Invoice

• {documentType} — Invoice or credit note label

• {invoiceReference} — The invoice reference number

• {invoiceDate} — The invoice date

• {invoiceDueDate} — The payment due date

• {invoiceTotal} — Total amount including tax

• {invoiceSubtotal} — Amount before tax

• {invoiceTax} — Tax amount

• {invoiceDirectDebitCollectionDate} — Direct debit collection date (if applicable)

Service user

• {serviceUserFullName} — Full name

• {serviceUserTitle} — Title (e.g. Mr, Ms)

• {serviceUserFirstName} — First name

• {serviceUserLastName} — Last name

• {serviceUserReference} — Service user reference

Invoice branding

• {locationName} — Billing location name

• {billingEmail} — Billing contact email

• {billingPhone} — Billing contact phone

• {billingAccountNumber} — Bank account number

• {billingSortCode} — Sort code

• {billingVatNumber} — VAT registration number

Workspace

• {workspaceName} — Your organisation's workspace name

How to use a template when sending invoices

When sending a single invoice or bulk sending invoices, you can either:

• Select a saved template from the dropdown — the subject and body are pre-filled from the template.

• Write inline — enter a subject and body directly without using a saved template.

Invoices must be locked before they can be sent. All invoices in a bulk send must also share the same invoice branding.

Managing templates

From the Email templates list you can:

• Edit a template — update the name, subject, or body at any time.

• Delete a template — removes it from the list (soft-deleted; it cannot be recovered via the UI).

• Preview a template — renders the email with sample data to check formatting before use.