When you email an invoice, the subject and message start from the Send Invoice email template. Change the template once, and every invoice email starts from your wording.

Only Administrators and Finance Managers can edit email templates.

Edit the template

  1. Go to Settings › Email Templates.

  2. Click Send Invoice.

  3. In the Edit Template popup, change the Subject and Body.
    Add any of the Available Placeholders listed under the body. Avaza replaces them with each invoice's details when it sends.

    The Edit Template popup for the Send Invoice email, with placeholders such as Invoice Number and Company Name in the subject and body, the Available Placeholders below, and Save and Reset to Default at the bottom

  4. Click Save.

To go back to Avaza's original wording, open the template and click Reset to Default.

Placeholders

Placeholder

Becomes

[Company Name]

Your company name

[Client Name]

The customer's company name

[Customer Contact Firstname], [Customer Contact Lastname]

The name of the invoice's customer contact

[Invoice Number]

The invoice number, for example INV 2058

[Invoice Subject]

The invoice's Subject

[Issue Date], [Due Date]

The invoice dates, for example 02-Oct-2026

[Invoice Total]

The invoice total, with its currency

[Amount Due]

What's still owed, with its currency

[Web Invoice Link]

A link to the online invoice

In the Send Invoice popup, [Web Invoice Link] still shows as the placeholder. It becomes the link when the email is sent.

Good to know

  • There's one invoice email template for all your customers. To change the wording for one invoice, edit the Subject and Message in the Send Invoice popup before you send. See emailing invoices.
  • Invoices that recurring invoice profiles and retainer subscriptions email automatically use the same template.
  • You don't need placeholders for the PDF or the pay button. Avaza attaches the PDF when Include PDF version of the Invoice is ticked, and adds a View & Pay Online! button when online payments are set up for the invoice's template.
  • To rename the link text (View Online Invoice) or the pay button, open the invoice template in Settings › Invoice & Bill Settings and go to the Layout tab, Override Invoice Labels, Email Variables & Buttons. Each template can use its own labels. See invoice templates.
  • Line breaks you type are kept, and a blank line starts a new paragraph.
  • For a few days after you sign up or upgrade from the Free plan, Avaza may send invoice emails with the standard wording. The Send Invoice popup says so and shows when editing unlocks.
  • Reminders, estimates and payment thank-you notes have their own templates on the same page. See available email templates.