Create and manage email templates

Use email templates to standardize the subject, message content, recipients, and attachments for emails sent from transactions. You can reuse templates across customers and transactions, and include merge fields to insert transaction details automatically.

When to use email templates:

• Use email templates when you routinely send the same type of message, for example, monthly invoices or statements.

• Customize the message at delivery when you need to add notes for a specific customer or transaction.

• Create multiple templates only when the structure, tone, or recipients are different.

Step 1. Create an email template

You can create and customize email templates using text, HTML markup, and merge fields that autofill when an email is generated based on the email template.

1. Go to Company > Setup > Settings section.

2. Select Add (circle) next to Email templates.

Step 2. Define basic template settings

Enter basic information about the template.

• Name (required)
  Enter a unique name that helps you identify the template in pick lists.
  Example: Sales invoice-Monthly
• Description (optional)
  Enter additional details about how and when to use the template.
• Template type (required)
  Select the type of transaction that uses this email template.
  The template type determines which transactions and merge fields are available.

Step 3. Configure template options as needed

Configure optional settings that control how emails generated from this template behave.

• Attachments

  Select one or both options to include attachments when sending emails:

  • Include all document attachments in the email.

  • Include all attachments from source documents in the email.

• Display dates in the user preference setting

  Select this option to format date merge fields using the sender’s personal date preferences.

  If not selected, dates are formatted as MM/DD/YYYY.

• Status

  By default, the template status is Active.

  Select Inactive to prevent the template from appearing in pick lists while keeping it for reference.

Step 4. Define recipients

Specify who receives emails generated from this template.

• Enter email addresses directly for recipients that are always the same (such as a fixed reply‑to address).

• Or insert contact merge fields to dynamically populate recipients based on the customer or transaction.

You can use merge fields in the To, CC, and BCC fields. For a list of email template merge fields, see Merge fields for email templates.

When the email is generated, Intacctreplaces merge fields with the appropriate email addresses.

Step 5. Define the email content and save

Enter the content that recipients will see. You can use text, HTML markup, and merge fields

• Subject (required)

  Enter text and merge fields to create a meaningful subject line.

• Message (required)

  Enter your message using text, HTML markup, and merge fields.

  Troubleshoot the enter key not making separate lines in your message.

  If the Enter key fails to create separate lines in your message:

  1. Go to Company > All > My preferences.

  2. In the Personalize interactive behavior section, turn off Enable tab on enter key.

  To leave this preference selected, you can create separate lines in your email template by manually adding the HTML markup <br> at the end of each line.

• Include logo (optional)

  Select Include logo to add your company logo to the email.

  Then select the vertical and horizontal logo position as needed.

  To view or add your company logo image file

  1. Go to Company > Setup > Configuration > Company.

  2. On the General information tab, scroll to the Printed logos and text section, and see the In email templates field.

When you are satisfied with your email, select Save.

After saving, you can assign the template to a customer or transaction definition.

Use lookup tools to generate merge-field tokens

The lookup tools on the New Email Template form help you generate merge-field tokens that Intacct replaces with real values when the email is sent. These tools do not insert live data into the template while you are editing. Instead, they act as copy-and-paste helpers that generate the correct token syntax for you.

The form includes three lookup tools, each designed for a specific purpose.

Good to know

• Lookup tools generate copy-and-paste tokens only; they do not insert values into fields automatically.

• Always paste the generated token. Token format matters, so do not type tokens manually.

• Use the correct lookup for each field:

  • Field lookup for contacts: Merge tokens for the To, Cc, Bcc fields.

  • Field lookup for document elements and Field lookup for company elements Merge tokens for the Subject and Message fields.

• Select the template type first. Lookup options refresh based on the selected type.

• Changing the template type does not update existing tokens. Previously pasted tokens may become invalid.

• Validation of your email template happens when you save. Invalid tokens or non-email tokens in recipient fields can prevent saving.

Manage email templates

Use the Email templates list to view details, make updates, or remove email templates that are no longer needed.

View an email template

1. Go to Company > Setup > Settings > Email templates.

2. Find the email template that you want to view.

3. Select More actions > View at the end of the row.

1. Go to Company > Setup > Settings > Email templates.

2. Find the email template that you want to view and select View.

Edit an email template

1. Go to Company > Setup > Settings > Email templates.

2. Find the email template that you want to edit.

3. Select Edit at the end of the row.

4. Make your changes.

5. Select Save.

1. Go to Company > Setup > Settings > Email templates.

2. In the Email templates list, find the template you want to edit, and select Edit.
3. Add, modify, or delete information as needed. For details, see the field descriptions.

Delete an email template

You can delete an email template from the Email templates list, but you cannot retrieve a template after it has been deleted. If you are unsure whether you will need the template again, set its Status to Inactive instead.

Before you delete an email template

You cannot delete or inactivate an email template if it is currently assigned to a transaction definition or used in Accounts Payable configuration. Intacct does not allow deletion to prevent breaking email behavior for transactions that rely on the template.

To delete the template, first update any transaction definitions or Accounts Payable configuration to use a different email template. After the template is no longer assigned anywhere, you can delete it.

To delete an email template:

1. Go to Company > Setup > Settings > Email templates.

2. Find the email template that you want to delete.

3. Select More actions > Delete at the end of the row.

4. Select Delete to confirm.

1. Go to Company > Setup > Settings > Email templates.

2. Select the checkbox next to the email template that you want to delete.
3. Select Delete.

Field descriptions

Fields in general information section

Field	Descriptions
Name	Use a name that helps you identify the template from a pick list. For example, Sales invoice-Monthly.
Description	Enter any information that you want to keep with this record.
Template type	Use the dropdown to select the type of transaction that will use the email template. Options are: Accounts Receivable invoice: the email template will be used for invoices emailed from Accounts Receivable. Accounts Receivable statement: the email template will be used for statements emailed from Accounts Receivable. Contract: the email template will be used for renewals within the Contracts application. Order Entry Entry transaction: the email template will be used for invoices emailed from Order Entry (which includes invoices generated from Contracts or Projects). Purchasing transaction: the email template will be used for Purchasing transactions (which include purchase orders, purchase requisitions, and so on). Change request: the email template will be used to communicate project change requests with vendors or project owners. Accounts Payable remittance: the email template will be used to create bank file remittance information.
Attachments	Both attachment options increase the email size because the email, attachments, and invoice PDF are sent together. Large emails might exceed size limitations and prevent delivery. Include all document attachments in the email Includes files that are already attached directly to the transaction or document being emailed. If the record has no supporting documents attached, this option has no effect. Available for most email template types. When selected, all current and future attachments on the transaction are always included each time this template is used. Include all attachments from source documents in the email Includes attachments from source records linked to a project invoice (such as timesheets or expense records). Attachments are sent in their original file format. This option is only for Order Entry template types.
Display dates in the user preference setting	By default, the date format for the date merge field used in the email is MM/DD/YYYY. Select the checkbox to use the date format that's set in the personal preferences for the user who sends the email. Example A European organization sends invoices to both European customers and US customers. The European customers prefer the date format of DD/MM/YYYY. US customers prefer the date format of MM/DD/YYYY. Whoever emails the invoices might have their date format preference set to DD/MM/YYYY , but they can use an email template to send email using the customer-preferred date format option: The checkbox appears only when the template type is: Order Entry transaction Purchasing transaction Accounts Receivable documents (invoices, statements, and dunning notices)
Status	The default status is Active. If you no longer use the email template and want to remove it from dropdown lists, select Inactive. You can still view inactive email templates by selecting the Include Inactive checkbox in the Email templates list.

Addresses section

Fields in Addresses section

Field	Descriptions
Reply-to email address	Enter an email address that you want the recipient to reply to. This corresponds to the From email address that the user sees in the Print or email dialog box when they send an email from a transaction.
Use my account email address	Select the checkbox to use your account email address as the Reply-to email address.
Reply-to name	Enter the name that corresponds to the reply-to email address when the email is sent. For example, if the sender's name is John Smith and the reply-to email address is jsmith@company.com, recipients see John Smith jsmith@company.com in the sender line.
Field lookup for contacts	Use this tool to look up contact fields. You can then copy, and paste the merge field token in to the To, CC, or BCC fields. When the email is sent, these merge tokens are automatically replaced with the associated customers' addresses.
To CC BCC	The recipients of the email. You can enter one or more merge fields in each field. Intacct automatically replaces the merge fields in the To, CC, and BCC fields with the email addresses associated with your customers and company when the email is generated and sent. Separate multiple email addresses with commas.

Message content section

Fields in Message content section

Field	Descriptions
Field lookup for document elements Field lookup for company elements	Use these tools to look up document and company information elements. You can then copy, and paste the merge field tokens. Merge field tokens are replaced with transaction values in the email subject or message when the email is sent.
Subject	Enter a combination of text and merge fields to create an informative subject line. This field is required. See Email template examples.
Adjust tone	This field is available only for Close Workspace and Variance Analysis templates. Select an option to have Copilot make your message more formal or informal. After selecting an option, select Generate. Copilot creates a new draft with the updated text. If you have multiple drafts, you can use the arrows in the top-right corner of this section to navigate from one to another. If you've directly edited the message text, those changes are not reflected in drafts generated by Copilot. So make any edits to the message after adjusting the tone.
Adjust length	This field is available only for Close Workspace and Variance Analysis templates. Select an option to have Copilot make your message longer or shorter. After selecting an option, select Generate. Copilot creates a new draft with the updated text. If you have multiple drafts, you can use the arrows in the top-right corner of this section to navigate from one to another. If you've directly edited the message text, those changes are not reflected in drafts generated by Copilot. So make any edits to the message after adjusting the length.
Message	Enter a combination of text, merge fields, and HTML markup as desired to create and customize your message. This field is required. See Email template examples. If you working on a template for Close Workspace or Variance Analysis, a default message appears in this box, but you can change it.
Include logo	Select this checkbox to include the logo image file identified on the Company Information page in the email template.
Vertical logo position	Select whether the logo appears at the top or bottom of the email. This field only displays if you select Include logo.
Horizontal logo position	Select whether the logo appears on the left or right side of the email. This field only displays if you select Include logo.