How to Customize Invoice Email Templates

Every invoice you send is accompanied by an email — and that email is often the first thing your customer reads. By customizing the email template sent to customers, you control the tone, messaging, and branding of every invoice delivery. Whether you want to include a personal greeting, reference the order number in the subject line, or add payment instructions in the body, Invoice Falcon lets you tailor every detail with dynamic variables and full HTML support.

How the Default Email Works

Before you enable a custom template, Invoice Falcon sends invoices using a built-in default email. Here is what the default looks like so you can decide whether customization is right for your store.

Default email subject

The default subject line follows this format:

{Your Store Name} - Invoice for your Order {Order Number}

For example, if your store is called "Sunny Goods" and the order is #1042, the customer sees:

Sunny Goods - Invoice for your Order #1042

Default email body

The default body reads:

 Hello,

 Thank you for shopping at {Your Store Name}. We have attached the Invoice for your Order {Order Number} to this email.

 Regards,
 The {Your Store Name} Team

The invoice PDF is automatically attached to the email. If the invoice includes an outstanding payment, the default body also includes a payment link the customer can click to complete their payment.

Enable a Custom Email Template

To start customizing the email sent with your invoices, you need to enable the custom email template feature on the Settings page.

1. Open the Invoice Falcon app from your Shopify Admin.
2. Click Settings in the left-hand navigation menu.
3. Click on Email delivery tab
4. Scroll down to the Email template section. This section is located below the Email sender settings.
5. You will see a toggle labeled Use custom email template with a description that reads "Override the default email subject and body with your own templates."
6. Click the Enable button to activate the custom template fields. The Email subject and Email body text fields will become editable once enabled.
7. Click Save in the save bar at the top of the page to confirm.

Customize the Email Subject Line

The email subject is what your customer sees in their inbox before they open the email. A clear, branded subject line increases open rates and helps customers quickly identify the invoice.

1. In the Email template section, locate the Email subject text field.
2. Enter your desired subject line. You can type plain text and mix in dynamic variables using the {{variable}} syntax.
3. To browse and insert available variables, click the Variables link located next to the "Email subject" label. This opens a modal listing all variables you can use.
4. Click "Add to field" next to any variable in the modal to automatically insert it at the end of your current subject text.
5. Click Save to apply.

Subject line examples

Here are some examples of custom subject lines you can use:

• {{shop_name}} - Invoice for Order {{order_number}} — the classic format, similar to the default
• Your invoice from {{shop_name}} is ready — Order {{order_number}}
• Invoice {{invoice_number}} for your {{shop_name}} purchase
• Hi {{customer.first_name}}, here's your invoice from {{shop_name}}
• {{shop_name}} — Invoice #{{invoice_number}}

Customize the Email Body

The email body is the main message your customer reads when they open the invoice email. You can write a personal message, include payment instructions, add return policy reminders, or anything else relevant to your business.

1. In the Email template section, locate the Email body text field. This is a multi-line text area that supports longer messages.
2. Enter your desired body text. You can type plain text, use dynamic variables with the {{variable}} syntax, and format with HTML tags for rich styling.
3. To browse and insert available variables, click the Variables link located next to the "Email body" label. This opens the same variables modal as the subject field.
4. Click "Add to field" next to any variable to insert it at the end of your current body text (separated by a blank line for readability).
5. Click Save to apply your changes.

Body example

Here is an example of a custom email body:

Hello {{customer.first_name}},

Thank you for your order from {{shop_name}}! Please find your invoice ({{invoice_number}}) for Order {{order_number}} attached to this email.

If you have any questions about your order, feel free to reply to this email.

Best regards,
The {{shop_name}} Team

Available Dynamic Variables

Invoice Falcon provides five dynamic variables you can use in both the subject line and email body. These variables are automatically replaced with real data when the email is sent.

How to insert variables

There are two ways to add variables to your template:

• Type manually — type the variable name exactly as shown above, including the double curly braces (e.g., {{customer.first_name}}). Spelling and capitalization must be exact.
• Use the Variables modal — click the Variables link next to the field label. A popup appears listing each variable with its description and an "Add to field" button. Click "Add to field" to insert it at the end of the text.

Validation Rules

Invoice Falcon validates your custom email template when you save to ensure it works correctly. Here are the rules to keep in mind.

• Email subject is required — if you enable the custom template but leave the subject field empty, a validation error appears: "Email subject is required." You must enter at least some text.
• Email body is required — if the body field is empty when the custom template is enabled, a validation error appears: "Email body is required." You must enter at least some text.
• Both fields must have content — you cannot save with one field filled and the other empty. Both the subject and body are required when the custom template is enabled.
• Variables must be spelled exactly — mistyped variables (e.g., {{shopname}} instead of {{shop_name}}) will not resolve and will appear as blank or literal text in the email.

Advanced Tips

• Use HTML for formatting — wrap sections in <p> tags for paragraphs, use <br> for line breaks, and <a href="https://yourstore.com/returns">Return Policy</a> for clickable links in your body text.
• Add a payment reminder — if your store requires payment before shipping, include a line like "If payment is outstanding, please complete it at your earliest convenience" in the body.
• Include your return policy — add a brief note about returns or link to your store's return policy page to reduce support inquiries.
• Test before going live — after saving your custom template, send a test invoice to your own email address to verify the subject, body, and variables all render correctly.
• Personalize with the customer's name — using {{customer.first_name}} in the greeting (e.g., "Hi {{customer.first_name}},") makes the email feel personal and increases engagement.
• Pair with a custom sender address — for full branding control, combine your custom email template with a custom sender email address so both the "from" address and email content reflect your brand.

Known Limitations

• The custom email template applies to all invoice emails sent from Invoice Falcon. You cannot set different templates for different invoice types (invoices, quotes, credit notes) through the Visual Editor — they share one custom template.
• Only five dynamic variables are available: {{customer.first_name}}, {{customer.last_name}}, {{shop_name}}, {{invoice_number}}, and {{order_number}}. Custom variables or Shopify metafields are not supported.
• Variables are processed using Liquid templating. Advanced Liquid syntax (e.g., {% if %} conditionals) may work but is not officially supported or documented in the Visual Editor.
• The email body supports HTML formatting, but complex CSS styles may be stripped or rendered inconsistently across email clients (Gmail, Outlook, Apple Mail).
• When you disable the custom email template, the saved subject and body content is deleted. There is no draft or auto-save feature — copy your template text before disabling.
• The Variables modal inserts variables at the end of the current text. There is no way to insert a variable at a specific cursor position through the modal — you must type it manually at the desired location.
• The invoice PDF is always attached to the email automatically. You cannot remove the PDF attachment or change the attachment filename through the email template settings.

Troubleshooting

FAQs

Q: Do I need a paid plan to customize the email template?
A: No. The custom email template feature is available on all plans, including the free plan. You can customize both the subject and body regardless of your subscription.

Q: Can I use HTML in the email subject line?
A: No. HTML tags are only supported in the email body. The subject line is plain text only (with dynamic variables). HTML tags in the subject will appear as literal text.

Q: What happens if I use a variable that does not exist?
A: The variable will render as blank text in the sent email. Always use the exact variable names listed in the Variables modal to ensure they resolve correctly.

Q: Can I set different email templates for invoices and quotes?
A: Through the Settings page, the custom template applies to invoice emails. Different document types (quotes, credit notes, pro forma invoices) have their own default templates that are used when no custom template is set.

Q: Will my custom template apply to BCC copies as well?
A: BCC copies use the standard email template, not the custom one. The BCC/self-copy feature sends the invoice using the default format to the email addresses configured in the BCC section.

Q: Can I preview my email before sending it to a customer?
A: There is no built-in preview feature in the email template editor. To test your template, save it and send a test invoice to your own email address. You can do this from the Orders page by selecting an order and clicking Send Invoice.

Q: How do I revert to the default email template?
A: Click the Disable button next to "Use custom email template" in the Email template section, then click Save. Invoice Falcon will immediately revert to its built-in default email for all future invoices.

Q: Does the custom email template support multiple languages?
A: The custom email template you configure through the Settings page is written in one language. If your store serves customers in multiple languages, consider using the customer locale setting (available separately in the Language settings section) which uses Invoice Falcon's built-in translations for the default email template.

Updated on: 20/05/2026