Assign default email templates

You can assign email templates to control which template Sage Intacct uses by default when users email transactions. Assignments can be applied at different levels, such as for all of Accounts Receivable, or for customer or supplier records, or transaction definitions. The level that you choose depends on how specific you want the behavior to be.

Once assigned, Intacct automatically applies the appropriate email template when users send emails. Users can override the assigned template at send time without changing any saved assignments.

How email template assignments work

You can assign email templates at multiple levels. When more than one assignment applies, more specific assignments override more general ones.

Email templates are applied in the following order:

  1. Accounts Receivable defaults

  2. Customer or supplier assignments

  3. Transaction definition assignments

  4. One‑time overrides when sending emails

This assignment hierarchy lets you define consistent defaults while still supporting exceptions for specific customers, transactions, or situations.

Before you begin

Keep the following rules in mind when assigning email templates:

  • You can assign only one Accounts Receivable invoice template and one statement template per customer.

  • You can assign email templates only to active transaction definitions.

  • Customer‑ or transaction‑level assignments override Accounts Receivable defaults.

  • Appropriate permissions are required in the Company application.

Assign default Accounts Receivable email templates

Use this option to set company‑wide default email templates for AR sales invoices and statements.

Business users with admin privileges can assign default email templates in Accounts Receivable. These templates are used unless a more specific template is assigned at the customer or transaction level.

To assign default Accounts Receivable email templates:

  1. Go to Accounts Receivable > Setup > Configuration.

    Or go to Company > Admin > Subscriptions, select Accounts Receivable, then select Configure.

  2. Go to the Email templates section and find the Formatting section.

  3. Select the AR sales invoice dropdown to select an email template.

    Only email templates with the AR template type appear in this list.

  4. Use the Statement dropdown list to select an email template.

    Only email templates with the AR statement template type appear in this list.

  5. Select Save.

  1. Go to Accounts Receivable > Setup > Configuration.

    Or go to Company > Admin > Subscriptions, select Accounts Receivable, then select Configure.

  2. Go to the Formatting > Email templates section

  3. In the AR sales invoice field, select an email template.

    Only email templates with the AR template type appear in this list.

  4. In the Statement field, select an email template.

    Only email templates with the AR statement template type appear in this list.

  5. Select Save.

Assign an email template to a customer or supplier

Use this option when specific customers or suppliers require different email messaging than your company defaults.

Email templates assigned at the customer or supplier level override Accounts Receivable defaults.

To assign an email template to a customer or supplier:

  1. After you create an email template, take one of the following actions:

    • For customers: Go to Order Entry or Accounts Receivable > All > Customers.
    • For suppliers: Go to Purchasing > All > Suppliers.
  2. Find the customer or supplier you want to assign an email template

  3. Select Edit at the end of the row.

  4. Go to the Additional information tab and find the Email template options section.
  5. Select in the Email template column and select the desired email template from the dropdown list.

  6. Select Save.

  7. Optionally, (for Order Entry and Purchasing only), select in the Transaction definition column and select a transaction definition from the dropdown to assign the email template to a specific transaction definition.

    Leave this field blank to have the email template be the default for all unspecified transaction definitions for this customer or supplier.

  8. Optionally, select Add to the right of the last row to add another email template to the record. Select Delete (Trash can) to remove an email template.

    You can only assign one template type of AR AR sales invoice and one template type of AR statement to each customer.

  9. Select Save.

  1. After you create an email template, take one of the following actions:

    • For customers: Go to Order Entry or Accounts Receivable > All > Customers.
    • For suppliers: Go to Purchasing > All > Suppliers.

  2. In the list, find and edit the customer or supplier.

  3. On the Additional information tab, scroll to Email template options.

  4. In the Email template column, select the template you want to use.

  5. (Optional for Order Entry and Purchasing only)

    Select a Transaction definition to limit the template to a specific transaction type.

    Leave this field blank to use the template as the default for that customer or supplier.

    You can only assign one template type of AR AR sales invoice and one template type of AR statement to each customer.

  6. Select Save.

Assign an email template to a transaction definition

Use this option when a specific transaction type always uses the same email template.

This procedure applies to Order Entry and Purchasing transactions.

You can assign email templates only to active transaction definitions.

To assign an email template to a transaction definition:

  1. Take one of the following actions:
    • Go to Order Entry > Setup > Configuration. Then select the Documents configuration tab.
    • Go to Purchasing > Setup > Configuration. Then select the Documents configuration tab.

  2. Find the transaction definition that you want to update.

  3. Select the email template that you want to use in the Email template field.

  4. Select Save.

  1. Take one of the following actions:
    • Go to Order Entry > Setup > Configuration. Then select the Documents configuration tab.
    • Go to Purchasing > Setup > Configuration. Then select the Documents configuration tab.

  2. In the Email template field, select the email template that you want to use.

  3. Select Save.

When and why to override an email template

Overrides let you temporarily use a different email template when sending emails, without changing any saved assignments. For example, you might override a standard invoice template with a holiday‑specific message for a limited time.

Overrides apply only to the emails being sent at that moment and do not affect default assignments.

Override an email template for a single email

Use this option when sending an individual transaction.

  1. Go to Accounts Receivable, Order Entry, or Purchasing > All and select the type of transaction that you want to edit.
  2. Find the transaction that you want to override an individual email for.
  3. Select More actions > Print or email at the end of the row.
  4. In Delivery method, select the Email checkbox. The email fields appear.
  5. Select the Email template that you want to use.
  6. Select OK.

  1. Go to the appropriate Accounts Receivable, Order Entry, or Purchasing transaction list.

  2. Select Print or email next to the transaction.

  3. Select Email as the Delivery method.
  4. In the Email template field, select the email template you want to use.
  5. Complete the remaining email fields and select OK.

Override an email template for multiple emails

Use this option when emailing multiple transactions at once.

Accounts Receivable

  1. Go to Accounts Receivable > All > AR sales invoices > Print or email > AR sales invoices or Statements.

  2. In the Email template field in the Format section, select the email template you want to use instead of the assigned email template.
  3. Select View.
    The list of all applicable transaction types appears.
  4. Select the Email checkbox for each AR sales invoice or statement for which you want to send an email.
  5. Fill in the To, Cc, and Bcc fields as needed.
  6. Select Print or email.

  1. Go to Accounts Receivable > All > AR sales invoices > Print or email > AR sales invoices or Statements.

  2. In the Format section, select an email template in the Email template field.

    Set other options and filters as needed.

  3. Select View.

  4. Select the Email checkbox for the transactions you want to send.

  5. Complete the recipient fields and select Print or email.

Intacct sends the email with document attachments (PDFs) using the email template that you selected.

Order Entry or Purchasing

  1. Go to Order Entry or Purchasing > All > More > Print or email documents.

  2. Find the Transaction type field and select Select
  3. In the Override email template field below, select the email template you want to use instead of the assigned email template.
  4. Select View.
    The list of all applicable transaction types appears.
  5. Select the Email checkbox for each customer or supplier you want to send an email using the overriding email template.
  6. Fill in the To, Cc, and Bcc fields as needed.
  7. Select Print or email.

  1. Go to Order Entry or Purchasing > All > More > Print or email documents.

  2. In Transaction type, add the transaction type you want to send.
  3. In the Override email template field, select the email template you want to use
    Set other options and filters as needed.
  4. Select View.
    The list of all applicable transaction types appears.

  5. Select the Email checkbox for the transactions you want to send.

  6. Complete the recipient fields and select Print or email.

Intacct sends the email with document attachments (PDFs) using the email template that you selected.