Customize email messages when sending emails

Email templates are designed to standardize message content when sending transactions. In some cases, you might want to customize the message for specific customers or transactions when you send the email, without permanently changing the template.

You can customize email content at delivery in two ways, depending on how many emails you need to personalize.

You must create and assign an email template before you can customize messages at send time.
Subscription

Company

Regional availability

All regions

User type

Business
Permissions

Email templates: List, View, Add, Edit, Delete

Restrictions

You can only use email templates with Accounts Receivable, Contracts, Purchasing, Construction, or Order Entry (which includes invoices generated from Contracts and Projects).

Customize the message for one or two emails

Use this option when you want to send a one‑time or short‑term customized message to a small number of customers.

To customize the message:

  1. Create a separate email template with the customized message.

  2. When sending the email, override the normally assigned email template and select the customized template instead.

After you finish using the customized template, set its Status to Inactive to prevent other users from using it.

Use this option when:

  • You need a temporary message to a few customers.

  • You’re emailing one or two customers.

  • The message does not need to vary by transaction.

Customize the message per transaction for many emails

Use this option when you need to include transaction‑specific notes while using the same email template for many customers.

To customize the message:

  1. Enter your transaction‑specific message in the appropriate field:

    • Message field for sales documents

    • Description field for contract renewals

  2. Add the corresponding merge field to the email template:

    • {!SODOCUMENT.MESSAGE!} for sales documents

    • {!CONTRACT.DESCRIPTION!} for contract renewals

  3. When sending the email, override the assigned email template if needed.

By adding the appropriate merge field to your email template, the email pulls content from the Message field on sales documents or the Description field on contracts. When you send the email, any transaction‑specific notes entered in those fields are included automatically.

When the email is generated, Sage Intacct inserts the transaction‑specific content into each email automatically.

Use this option when:

  • You’re emailing many customers.

  • Each transaction requires unique notes.

  • You want to maintain a single reusable template.