Email Templates

Customize customer emails, test them safely, and send overdue invoice reminders. 

 

 

 

 

 

 FAST START Allow 5–10 minutes. You will need access to Settings and Invoice Reminders in Kwiqli. 

 

 

 

 

 

   

 1. Customize an email template 

 Navigation: Settings > Email Processors > Manage Email Templates 

 

 Screenshot 1. Open Email Processors, select Manage Email Templates, then choose Customize. 

 ·         Open Manage Email Templates — Select the template you want to update, then click Customize. 

 ·         Update the subject and Email Body (HTML) — The message body accepts HTML and Kwiqli variables. 

 ·         Insert variables carefully — Use the variables shown beside the editor; keep the original brackets and spelling intact. 

 ·         Preview the template — Click Preview to generate a version using sample data. 

 ·         Send a test email — Click Send Test and confirm the subject, branding, layout, links, and variable output. 

 ·         Save and activate — Save only after the preview and test email look correct. Confirm the template is active if you want Kwiqli to use it. 

 

   

 Edit, preview, and test the template 

   

 

 Screenshot 2. Edit the subject and HTML body, use available variables, then Preview or Send Test before saving. 

 

 

 

 

 

 IMPORTANT Preview uses sample data. Send Test is the final check for how the message renders in an actual inbox. 

 

 

 

 

 

   

 Pre-send quality check 

 Company name, sender address, reply-to details, and signature are correct. 

 All variables resolve; no placeholder text or broken brackets remain. 

 Dates, currency, invoice totals, and payment instructions are accurate. 

 Links and buttons work on desktop and mobile. 

 Tone is clear, professional, and appropriate for the email type. 

 

   

 2. Send an overdue invoice reminder 

 Navigation: Dashboard > Invoice Reminders 

 

 Screenshot 3. From the Dashboard, review overdue aging totals and open Invoice Reminders. 

 ·         Open Invoice Reminders — Review customers with overdue balances in one consolidated view. 

 ·         Review aging and totals — Check the 1–30, 31–60, 61–90, and over-90-day buckets, plus the customer's total outstanding balance. 

 ·         Expand the customer — Verify the invoices, due dates, days overdue, and balances that will appear in the statement. 

 ·         Click Send Reminder — Review the reminder preview and recipient details before sending. 

 ·         Send — Confirm the final email. The Last Reminder field helps you track prior sends. 

 

   

 

 Review the customer and reminder 

 

 Screenshot 4. Review customers, outstanding balances, oldest invoice age, and Last Reminder before selecting Send reminder. 

 

 

 Screenshot 5. Confirm the recipient, BCC, subject, invoice details, and total past due in the reminder preview before sending. 

 

   

 

 

 

 

 

 HOW REMINDERS WORK Kwiqli sends one reminder per customer—not one email per invoice. The reminder lists all overdue invoices together with due dates, days overdue, and the total outstanding amount. 

 

 

 

 

 

   

 

 

 

 

 

 CURRENT LIMITATION Reminders are sent manually by clicking Send Reminder. Automatic milestone reminders (such as 30, 60, and 90 days past due) are planned but are not currently implemented, and no target date is available. 

 

 

 

 

 

   

 Before you click Send 

 Confirm the recipient address and optional BCC address. 

 Check that all listed invoices are still open and balances are current. 

 Review recent payments, credits, disputes, or payment arrangements. 

 Read the subject and message preview for accuracy and tone. 

 Avoid duplicate follow-ups by checking Last Reminder and account notes. 

 Quick troubleshooting 

 

 

 

 

 

 Issue 

 

 

 What to do 

 

 

 

 

 Variable is blank 

 

 

 Confirm the template supports it and the related customer or invoice data exists. 

 

 

 

 

 Layout looks wrong 

 

 

 Simplify the HTML, then Preview and Send Test again. 

 

 

 

 

 No automatic reminder 

 

 

 This is expected for now—send it manually from Invoice Reminders.